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Getting Started Guide - Access

1. Copy Information 1 Barcode Purchase Datel 334838 16 01 2012 Non Fiction Shelves Coyle Daniel Begin typing to jump to required list entry To assign a list entry press enter when list entry is highlighted To add a subset of an existing entry to the pick list press Ctrl Enter coi m Complete the relevant appropriate data for Cost Replacement Cost Supplier Budget any special Issue or Return alerts CREATING ADDITIONAL COPIES Creating additional copies of Items you already have in your catalogue is very easy Go to Cataloguing gt Data Entry Use your search skills e g Fast Find or Advanced Search to find the relevant existing Item record and double click to open it Title Edition By Publication Year Classif Media Type Location Available Copies Reference Reserved Earthquakes 4th Book Non Fiction Non Fiction Shelves 1 1 0 0 Click on Create Copy at the bottom of the x screen and enter the number of copies you wish to create f you are using preprinted copy eden th _Prbcaton Year Series 1 Natural Disasters _ 4 barcodes stick the barcode on the o 5 O li PRS Hia Subjects 3 Orsasters copy and scan the barcode into the o a os tata copy barcode box Do this for each prore memerap epe yee 7 URL 2 http www earthquakes net htto Awww geonet org 1 071673396X 109 i P new copy record you are creating ee Temes ee
2. Book ype Curriculum DVD Website Fiction lt Non Fiction 9 lt Sunnybrook Primary School Guest S Search Advanced G Home z2 Visual Search Quick Lists Reserves amp My List amp Print Collapse sidebar n the wild Penguins BBC One Search See Also Search History DIGITAL RESOURCES One Search Including pdfs word ere documents video Search History clips sound files images e books and so on can all be catalogued and managed in Access It This is done in the same way as cataloguing the youtube video above simply select the relevant Collection to assign the Item to and use the URL field in the Item record to point to the digital resources on your network Remember it is very important to 1 Complete the catalogue record with as much relevant information as possible to help your users find the resources more easily e g Keywords Subjects genre Director and so on 2 Add an image to each resource record gt gt Synchronising and Integrating with Clickview Refer User Manual page 128 Access It integrates and synchronises with Clickview for the automatic downloading and updating of Clickview resources If you subscribe to Clickview you may wish to configure Access It for this 43 More about eBooks When cataloguing an ebook the method above assumes that there are no copyright constraints and that you are able to freely distribute these ebooks
3. 2 Create only one item record per title and simply add a new copy for each new issue received If you simply wish to record which issues of a periodical are held by the library it is appropriate to record each issue as a copy attached to one item record When you add a copy for a new issue received record the numbering for that issue in the Use Override Classif field This means when you have a number of copies attached to the item record you can identify which issue number relates to each copy gt Autogenerate subscription and prediction lists As periodicals are serials you may choose to create a subscription which allows you to generate a prediction list and receive each item as it arrives but this is optional Access It Library Sat 13 Now 2010 Data Entry Resources p e a lt balak File Data Heb Data Entry Resources Periodical 1 Contents 2 Catalogue 3 Reviews 4 Serial 5 Additional Info 6 Reserves 7 Periodical Ref 000000290 item information Periodical Copies Borrowing Detail information for Barcode No 33 4570 Title Science Today Type Magazine Classif MAG SCI Location Magazine Shelves Cost sooo es purchase Date 12 12010 OOOO vee ooo Replacement Cost es Budget o Can be borrowed Yes sti Partof S ee gt Subscriptions and Prediction Lists e a User Manual Pages 52 56 44 WOR
4. Junior Students 14 Type Non Fiction Use Override Type r r e r 7 SSDUICE Classif 551 Use Override Classif l Overrides o See be low Location Non Fiction Shelves Use Override Location Science Resource Room Rental Code xj Other Information Comments Lost _ Print Barcode User1 Damaged _ Mark for write off User2 D Use Override Requesf additional information at issue time ow Jse C ee Issue Alert Give out the CD m f ee ee oe A On Displayuntil 73 01 2012 Date Last Sighted 22 05 200 Retum Alert Get the CD back T These boxes allow you to write a comment about the copy and also If you need to print a Writing in these boxes allows you to barcode or spine label alter the Type of loan category the for this copy then this Classification and the Location for messages to appear when the copy is loaned or returned e g Give out the CD box must be ticked THIS copy of the resource These fields allow you to create exceptions or overrides to the overall collection settings gt User Definable Buttons and Labels Refer User Manual page 147 Some buttons on both the Item Bibliographic Record and the Copy Record can be edited by you This can be useful if you d like an extra field to those provided Editable buttons are Genre and RID on the Item record and User 1 and User 2 on the Copy Record gt Budgets Refer User Manual page 98 If you are managing a
5. Spine Labels and they are usually smaller than Copy Barcode labels You can print Spine Labels from Access It onto address style sticky labels using the Access It Default predesigned Spine label for the desired number of labels per page 38 gt gt Advanced Labels If you want to design your own preferred style or size of Copy Barcode or Spine Label Advanced Labels ae User Manual pages 71 76 you can do so in the Advanced Label editor Printing Copy Barcodes Go to Cataloguing gt Barcode and Spine Labels This is a search screen Use any of these search fields as you need to in order to locate the appropriate copy records for which you wish to print either Copy Barcodes or Spine Labels v Every time you catalogue a new copy Access It automatically inserts a tick in the Print Barcode tick box in the Copy record This is so that when it comes time to print either Copy barcodes or Spine Labels the records with labels yet to be printed are easy to find Click the Print Barcode tick box to place a tick in it and click Search This will return a list of items with unprinted Copy Barcodes or Spine Labels i e their Copy records have a tick in the print barcode tick box Select the records for which you wish to print a Copy Barcode and Click Print Barcodes Select the Label e g Access It Default Click OK and then Print Note You can also select t
6. the two faces of Access It ACCESS IT LIBRARY gt finding your way around eja D User Manual Pages 7 8 So what is Access lIt Library Access It Library is a database that allows a librarian or resource manager to create a full catalogue of information on the physical and digital resources they own e g books DVD s CD s Kits pdfs movie and audio files e books and so on and to manage that information e Managing Resources Access It makes it very easy for you to manage your resources Access lt offers all the tools you would expect to find in a high quality specialist library management system Including checking your resources in and out keeping track of where they are and who has them allowing renewals reserves writing reviews ability to automatically copy catalogue to link to online book cover images to print barcodes and spine labels to embed weblinks to automatically manage overdues borrowers URL checking and many many more tools to make your job quick and easy e Searching amp Finding Resources Access It also makes it very easy for your users to search and find the information you ve collated about the resources available in the school where to find the resources e g physically or where to download them from and to be able to find this information from anywhere e g home or another room using iPAD and at any time Also of course to borrow them reserve them read and write reviews ab
7. Omit Rows Select Rows Select All Show All Ctrl J 0166 Unselect All Year 10 Print this list Ctrl F 0167 Permanently Delete Records Senior Students P Year 1 0 Fast Find Ctrl F Solomon Marian 10HG Senior Students Search Records Ctrl Walsh Marcia 10HG J Senior Students Advanced Labels Monroe Dwight A Senior Students Quick Report connai aaae l Senior Students Hawkins Stephanie Senior Students Middleton Neal Senior Students Goldstein Gretchen Senior Students Watts Tim 8 to 21 of 265 Access It Library Sat 14 Jan 2012 Borrower Li eo x File Borrowers List Help Borrower List Borrower No aol Class Can Borrow On Loan Year Group Vertical Group Category Gender Reserves Bookings 0173 Teague Wesley 10HG Fst 0 S Year 10 Senior Students Male 0 0 0176 Gallagher Claire 10HG n 0 Year 10 Senior Students Male 0 0 0181 Walsh Marcia 10HG n 0 Year 10 Senior Students Male 0 0 0187 Hawkins Stephanie 10HG nm 0 Year 10 Senior Students Female 0 0 Notice the other options on the List menu e g Omit Rows and Select All There will be times when these are useful e g if you want to remove just one or two records from a list then highlight the records you want to omit as above and select Omit Rows N B Items are not deleted they are just removed from the list display Notice also the Keyboard Shortcuts for these actions 18 Gallagher Claire Solomon Marian Walsh Marc
8. Open one of the listed servers and click Test This will tell you whether you can connect to that server White listing of some web sites To ensure you are able to link to our sources of online book cover images check that your IT manager has white listed the relevant web sites Web Opac via school intranet There should be a link or bookmark to the webOPAC on your workstation and on the library search terminal It is also possible to broadcast this link to all school computers put a link on the intranet VLE LMS and school website In this way your users can search the library from anywhere anytime Software Update checker Go to Library Setup gt Software Update Checker and click Test This will tell you whether you are able to connect to our update server in order to get new releases and if you have the latest available version If not you can always click Download Now but before you do make sure you have modify rights See above BTS and Automatic updates To ensure that you will continue to get the updates automatically as they are released and that nightly tasks are completed BTS Background Task Scheduler and is set up in Organisation Setup gt Server Components tab Backup routines Check that your Access It database is being backed up automatically and being taken off site Automatic backups are set up in Technical Setup gt Manage Tasks and Scheduling Overview
9. this is a movie Type Movies pias R Display to unauthorised users Genre Cover Image oe Add Keywo rds Keywords 3 Antarctica Penguins Emperor penguins iii subjects and notes pi 3 Notes In the Antarctic every March since the beginning of time the quest begins to Add a related URL if EE SeSe find st apie conn and rka harrie begin akg you know of one ER i i RID ae Identify a relevant Copy imtorttation 1 z image and insert here Barcode Purchase Date Cost Can Be Borrowed Date Due Classif Location 334562 30 06 2010 0 00 Y In DVD Shelves 41 Whilst Access It links to book cover images for you images of other resources need to be added manually otherwise no image will display It is highly recommended to have an image for each record as it enriches your catalogue for your users Click on the to link to an image you have saved Image sizes should be 140 pixels wide x 200 230 pixels high saved as jpg or png files Here is the result the Users will see on the webOAC It was worth adding that image WEBSITES Websites can be added to your catalogue in two different ways 6 0 Write a review Add to My List Make a reserve Q Show Me Where Earthquakes EARTHQUAKES A Infor As a separate Item March of the Penguins Lioud Christophe DVD oo copy available Type Movies Keywords Antarctica Emperor penguins Penguins Notes In the Antarctic every March since
10. All If you want to refer back to resources you have added at a particular time Scan in the ISBN numbers on your new books followed by your copy barcode number if you have pre printed copy barcodes Access It library Rapid Data Entry Create New Resources Rapid Data Entry Create New Resources or date you can add a batch description here Scan ISBN 0080203930 Enter Batch Number Search using Z239 50 Only v v Download cover images ISBN Title Author Don t forget to tick 9780007114306 this box if you 9780141010380 z 9781841155807 1 would like online 9780007230587 z images How to set the configuration is shown in the next paragraph below When you have scanned each ISBN the number will appear in the box here If you are adding an extra copy to an ISBN that you already have on your system you will see the title and author No batch set 4 items scanned ove selected Export ISBNs Process All 2 r a E If you make a mistake If you have an existing list of you can select the ISBNs e g from an order you incorrect ISBNs here have made to a supplier you and remove them from can import them here your list You might also want to do an export of ISBNs you have added When you ve scanned in all the ISBN s in your batch click Process All to being the process S
11. D e Website E Haye Tin t New Zealar ogier Sara iles Isobel Many Answers rere ee 352 24 g 33 340 g0 wus s5 s0 s s 0 Fiction Lwonder By chee E r seed Non Fiction The Wind wi Khan Academy 9 DAW KIN Filter results by Series x d L ir Earthquakes Earthquakes Earthquakes Wonder Why Judgment day The magic of Meltdown Moving Earth Natural A i and volcanoes when the earth The Wind reality how the nuclear disasters r J ri EPY ie ae r TE Britannica Prek 12 EPIC seomean tath a Australia saneri A 3 tiona Children s true st Mew Zealand Geographic Dee Code red Earth science 5128 s2 g0 sizo z 8 0 m g0 wing 78 sing 22210 Q 9000000000 90 of High interest top TV3 Left behind the Remove filter Maori TV ae One Search Quakes and The scoping of Shaping Stories about Surviving What went Floods and participation in education surviving earthquakes wrong See Also Martin F gnt Jocelyn Nev feala areen je Burgan Hayes Search History 223484 O zng zoso 324g 22387 ng O At a glance your users can see which items are available by the green or red dots their media location and author The results are summarised by Media Type and Series and can be filtered accordingly and can be sorted by Title Author Classification Location etc Items can be Reserved or added to a List simply by clicking on them and dragging to the Reserve or My List
12. Date Cost Can Be Borrowed Date Due Classif Location 334839 16 01 2012 0 00 Y In Non Fiction Shelves 33 Step 4 Enter data into your record using the Authority Files to assist you m Click into the Title field and type in the Title of the item m Tab to the Author field As you start typing notice that the Authority File for authors pops up If the author is already in your database you can select it from the list m You have an authority file for most fields use these to help you m Enter relevant data where appropriate for Publisher Series Illustrator Classification Genre Subjects and Keywords URL s for related recommended websites Add any notes Double click on the barcode number below and open the Copy record Sparano Access It Library Mon 16 Jan 2012 Data Entry Resources File Data Help Data Entry Resources Book 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Other Information 6 Reserves 7 Item Information Access It Library Editing Authors Editing Authors Records 6 764 Title Lance armstrong tour de force Author 0 This is a list of Authors assigned to the current record Double dick on an entry to remove it Click here to sort ascendingly Authors List Double click on an entry to add it to the current list
13. Library Budget you may wish to use the Budget function of Access It to assist you You can do this be setting up a budget for the year and then allocating items purchased against that budget For example you may wish to apportion your budget across Fiction vs Non Fiction and or across Media Types then as you purchase items and allocate them from a budget you will see what the money has been spent on and the remaining balance of the budget gt Purchasing in Foreign Currencies Refer User Manual pages 48 and 132 If you purchase some items in foreign currencies such that the purchase price is in a different currency to the default currency set up in your Access It application you can perform a currency conversion within the Copy record Firstly you need to have Multiple Currencies turned on Go to Cataloguing gt Campus Setup gt Campus Preferences gt Site Config 1 tab and place a tick in the box Support Accession in Foreign Currencies 32 CREATING A NEW ITEM Original Cataloguing gt Creating a New Item Go to Cataloguing gt Data Entry gt New Item ea User Manual Pages 41 48 Step 1 Firstly you need to allocate the item to the correct Collection Click on the to expand the folders The list you will see displayed on your screen represents the Collections you have set up see Chapter 4 above for your library The screen shots below show the Collections in my library and will be different to what you will
14. Senior Students Z Powers Crystal Z Select All Senior Students Show All Ctrl J ay Alex Senior Students 0166 Unselect All Teague Wesley Se a Senior Students ale Year 1 0 Print this list Ctrl F Vick Franklin Senior Students ale 0167 Permanently Delete Records Gallagher Claire _ Senior Students Year 10 Fast Find Ctrl F Sol Mari a aca tach perenne 0169 Search Records Ctrl Year 10 cae ane Senior Students Advanced Labels Monroe Dwight Quick Report Senior Students Connolly Wayne Senior Students Hawkins Stephanie Senior Students Female Middleton Neal Senior Students Female Goldstein Gretchen Senior Students Female Watts Tim 8 to 21 of 265 17 If the Borrowers want to work with are NOT next to each other in the list click once on the first record hold down the Control Key and click once on each additional record require From the List Menu bar Select Rows This will give me a short list displaying only these 7 Borrowers and from here could then proceed to whatever action have in mind e g printing Borrower Barcodes Dougherty Kristine Powers Crystal May Alex Teague Wesley Vick Franklin Gallagher Claire Senior Students Senior Students Senior Students Senior Students Senior Students 10HG 10HG 10HG Can Borrow Borrower List On Loan Access It Library Sat 14 Jan 2012 Borrower Lat
15. User Manual Page 161 This shows a system log of your usage of the Access It Library application during your current session Occasionally while you are using a piece of functionality a unique error message may be displayed and this may only be reproducible within your particular configuration When this happens it can be extremely helpful to send a system log file to the Access It helpdesk for analysis and resolution of the problem There are several options for sending the log file to the Access It helpdesk If your local email settings have been correctly configured within your Access It click Email to Access It Software You will be prompted to enter a description of the problem and what you were doing at the time Once you have entered these details click OK Click Copy To Clipboard to copy the log file to the clipboard that is into memory open a new document file paste the copied log file from the clipboard into the document and save it Attach the saved document to an email and send it to the Access It helpdesk 49 KEYBOARD SHORTCUTS There are a number of quick keyboard keys to activate various functions within Access It These are found on the Menu bars on each screen within the Access It application but for easy reference are listed below O mm e SELECT ONLY THE HIGHLIGHTED Ctrl t Apple t RECORDS RECORDS CONFIRMING NEWLY MODIFIED ENTER ENTER LABELS CONFIRMING NEWLY ENTERED ENTER ENTER USER EXITIN
16. Wed 18 Jan 2012 Authority Files Authority Files exist for all these fields E g the Author Authority Files C reator aut h O ri ty Creator Author Composer etc 6764 records file lists all the Adhoc Data Authority Category Catalogue Agnew Ivan gt men x a uth ors use d on eB ry hiberg Al Access It Library Modifying Authority i Creator Author Composer etc Ahlberg Allan catalogue items mee i Disability Aiken Joan Accuracy and naea R oar consistency of data Genre Ainsworth Robert entry can be Illustrator Airs John Keyword Aitchison Dorothy centrally managed Local Authority Ajmera Maya Location Akintola Ademola he i Non Filing Akrill Caroline 1 Puer Al Moghanam Ali Saleh Click on a term to Review Filter Albery Nicholas edit modify ae merge to eliminate TAE Stop Word Albrecht Gretchen duplicates delete Subject nee or add a term Thesaurus Alcock Vivien Type Media Category Alcott Louisa May URL Alcraft Rob e Vertical Group Alden Zita Edit a word or term EEN mran Ajmera Maya here and all records O where that term Add Delete j modiy _ view context _ appears will be updated File Maintain Help Authority Files The Maintain menu offers more advanced tools Show All Words Only Show Duplicates Only Show Used Entries Only Show Unused Entries Show Authority Counts Word Ut
17. a list of these for every class and keep these lists in an easily accessible folder clear pockets beside the circulation desk Borrower Categories mlalo ia gt oi DEIR QIlQ 75 Add to Distribution Group Mark for transfer List of Borrowers amp Barcodes Show Unmarked Transfer First find the list of borrowers you wish to Print Barcode List print the Barcode list for You may wish to sida do all classes at once and print by class 7CCL Gene Bowling 5022 Kelly Bowman 5010 Generate Borrower PINs Print PIN Slips Mary Byrd 5059 Dana Cain 5142 Print Letter INI IN Email Letter Then go to Borrowers on the Menu bar and select Print Barcode List decide on the printing format e g across the page or down the page then Preview and Print P Johnny Carlton 51 30 Pauline Chandler 5093 jalalta IN I Merge Borrowers Quick Scan Ctrl B 13 COLLECTIONS Collections are a tool to help you manage your different resources o X Cataloguing Similar to the process of creating Borrower Categories with high level borrowing permissions and assigning each Borrower to their appropriate Borrower Category you now need to consider the material or resources you will be cataloguing into your library and the lending rules you intend to assign to these resources It is likely that the lending rule will vary depending on the type of resource it is and
18. a similar record Copying Subjects and Keywords Appending Keywords Subjects and URL s Authority Files Data Replace Quick Scan Advanced Topics o Automated Dead Link URL checking DnuKRWDN gt CUSTOMISING YOUR WEBOPAC 1 Customising the appearance of your webOPAC Home Page Adding and editing news items Inserting images and links Defining user rules and search options Broadcasting the link to users oR WN LIBRARY SETUP BUTTON 1 User Settings 2 Library Open Dates TECHNICAL SET UP BUTTON 1 Manage Tasks and Scheduling 2 View the Log File KEYBOARD SHORTCUTS Copyright Access It Software Ltd 2012 All rights reserved 30 33 34 35 38 41 32 32 32 38 39 43 43 44 45 45 45 45 46 47 47 46 48 48 48 48 48 48 49 49 49 49 49 49 50 WELCOME and where to find more help This Getting Started Guide will introduce you to the range of topics tasks and skills you need in order to get up and running using Access It in your library Each topic refers you to one of our Training Videos and where appropriate to the relevant pages in the Access It User Manual At times have also drawn your attention to some more Advanced Topics and related features which you may be interested in revisiting once you ve mastered the basics So as you work through the topics in this Getting Started Guide you will see these icons Videos are compulsory The videos h
19. borrowers who will be using the material in your libra ry Collections item Types Borrower Categories You also need to consider the material you will be cataloguing in your library and decide what Collections it forms part of so you can assign lending rules to these collections for each of your Borrower Categories BORROWER CATEGORIES Borrower Categories Set up a different borrower category for every group to whom you will give different borrowing rights and AX set those borrowing rights ale User Manual Pages 81 83 Think about it like this What borrower categories will need Think about all your library users ite site ete tte site site Divide them into groups and give each group a name i h Ai Junior Senior Staff Students Stiidents Decide the different permissions for each group e g how many resources they are allowed to borrow at one time We are allowed 5 tte resources in total We can reserve resources Junior We are not allowed to Students book equipment These are commonly used Categories for some schools Ray Secon HUbroey Cr I3 fon SOLE Beere r a m i Re Lei Heo 19 Borrower Categorian i LAY i MAEMUM Mo Of RETE Enon Jin Shirita 3 fi i E a i Parents 0 L J j Senior Students j I I f srar 120 a iF w Others categories commonly used include e g Year 1 Year 2 etc or Years 1 3 Years 4 6 etc w You can always add new Borro
20. create a list of the records to which you want to append keywords subjects or URL s and highlight them click Append gt Keywords or Subject or URL on the Item pull down menu In the space provided type in the new keyword keywords or subject s or URL s to append to the selected records You can enter more than one keyword subject or URL at a time by separating each with a comma f a keyword subject or URL already exists for a particular item it is not added a second time f a keyword subject or URL does not already exist in the related authority file it is automatically added to the authority file 45 Authority Files When you are adding data into Item Copy and Borrower records you will have noticed that some fields open to a list of words or terms that have been used previously These words or terms and kept in centralised Authority Files The idea of Authority Files is to provide a centralised master list of words and terms already used so that Data entry is easier faster and more accurate The type aheads quickly jump you to the term you want if it is already there so you don t have to type it in full New terms added will appear in the list Authority Files next time It is easier to maintain consistency and accuracy throughout your database Editing a term in the centralised Authority File automatically updates all the records it has been used on elsewhere e Access It Library
21. enter Baker Glenda ARTT E E g am brad will find aa TE gt Tr 5 F Amanda Bradley Junior Students Female Barton Darlene 10HG Year 10 Senior Students Male 0 0 Barton Elsie 1 to 14 of 265 O Access Ubay Pe I ore Finding Borrowers using Advanced Search If you need to drill down into your borrower records for example to combine search terms use Advanced Search Omit Rows Ctrl M Select Rows Ctrl T Select All Ctrl A Show All Ctrl J Unselect All Print this list Ctrl P Permanently Delete Records Fast Find List Menu gt Advanced Search or use the keyboard shortcut Ctrl S Advanced Labels Quick Report Print Quick Report 12 Oh Whee File Help Borrower Search Borrower Data Borrower s Details Borrower Number Temporary C Yes O No Title Can Borrow C Yes O No First Name Can Book G Yes O No Middle Name Can Reserve C Yes Nuno Last Name Dues Owing Yes One Enrolment Date Class Date of Birth Vertical Group PIN or Password Category Gender Female Male None Year Group Year 10 Tutor Finish Date Override Associated User Ph
22. in the same way as Overdue Letters are automated 23 SEARCHING how will your users find the resources INTRODUCTION Using the Online Student 9 lt Sunnybrook Primary School Interface webOPAC your users have easy access to the catalogue and can Advanced ee Visual Search Quick LUSTS search for resources in a variety of ways as can be seen on the Search menu e Fast Find Searchable Fields Title Subjects Keywords Series Title Subjects e One Search Keywords e See Also Author e Advanced Search Series All Fields e Visual Search and e Quick Lists All Search tools generate a Results List of all the resources that match the WE n s oo A0 VE oes aes EE search input Sort results by Sunnybrook Primary School Guest S Fi iter results by Searct Advanced 8 Visual Search Quick Lists p gt Reserves f My List a One Search aod E EA 2 me Eeue iTi z EARTHQUAKES EARTHQUAKES 2 EARO ne d EI OEREN i YY ns 4 Sort results by C g S P lt Da gs X Pe arr my y j Bw X earring Filter results by 4 i ls Pa Ae F 2 ee 100 Greatest National Geographic Kids ABC Splash Against the elem Alpha books 2i SH ee Filter results by Media 100 Greatest Earth Earthquake Earthquake Earthquake in Earthquakes Earthquakes Earthquakes Digital i Disasters escape Haiti Book Barber Kyla sree e e rry B t 31 Libra Burchett jane Al in Miria Bor 5
23. now and scan the copy barcode into the field Allocated Barcode Click Create Item m If you are using Access It to generate copy barcodes this number will be automatically allocated We will discuss how to print these later Click Create Item vV ISBN International Standard Book Number is a 10 or 13 digit number assigned to every book before publishing to uniquely identify it It will be the publisher s barcode printed on the book cover It is important to use the ISBN if you have it especially if you want to link to online book cover images because Access It uses the ISBN to find the relevant online cover image Step 3 The Item and Copy records have been created for my New Item and are ready to complete Tola Access It Library Mon 16 Jan 2012 Data File Data Help Data Entry Resources The new record has been created as Book 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Other Information 6 Reserves 7 Book Ref 000000354 ritem Information belonging to the Book Tte Non Fiction Collection pa TE ee Publisher Classif Type Non Fiction wa Display to unauthorised users Genre Cover Image Subjects 0 Keywords 0 The Copy has barcode number 334839 and is nw i located in the Non aD PrP RD Source Fiction Shelves kanea Barcode Purchase
24. of items catalogued within Year 10 History World Wars the timeframe set on the Site Config 1 tab on the Campus Setup Year 10 Science Astronomy Project screen Year 11 Biology Research Project Most Recent List For example if the New Items period has been set to 21 days then clicking New Items on the Guest home menu displays all those books purchased within the last 21 days New Items 7 You can restrict which collections are included in any New Items list a Include in New Items e g you may not want new Teacher Resources to appear on the New Items list To do this double click on that collection and untick the Include in New Items checkbox 28 READING LISTS Creating Reading Lists As a library manager you can create reading lists of specific items which can then be made visible via the web OPAC ae User Manual Page 69 Users select the reading list they require and click OK to view these items Other tools for avid library users and indeed for anyone with specific interests include gt gt My Profile Borrower SDI Selective Dissemination of ry School Borrower Information The ability for users to add O Amanda Home Es Visual Search Quick Lists Reserves f My List Print Keywords and Subjects they are Bradley Amanda 0267 interested in When new sora B resources are catalogued that me match their subject and keyword vienmer i i iE criteria the user wil
25. or The Marvel encyclopedia the definitive inding a book in the Wbrary please guide to the characters of the Marve see the ibrarian or one of the universe student library assistants They wil be happy to help 000 a Access lt Library x amp http ibrary abccollege com au C E Google Ww hl y A International ABC College amp Login User Login to the webOPAC Most of your users will login at Guest level without a password As with the Access It application you can design TAN took O ioe aa hee Le oe higher level logins for other oo ae l sle users All logins can have Video O GR PIN 20 WI 20 wo 8 amp 0 cA 206 o 20 80 me personalised configurations to Non fiction VERTIGINI allow disallow functions Gene Avene O e g ability to read write Mystery Graphic Novels Q reviews online renew Angel a Maxi Artemis Fowl Ashen winter Avery McShane The Blade brief The canopy Captain Cal and mmie anes a reserve or create bookings ww seia sofu solo sofla sofa ve online and so on aA DL 8o mt A a SETTING UP THE LIBRARY your rules sae ga re ei ee gt i L har are POER IIN r ea E yg Cataloguing N y Cataloguing cane ane BORROWERS amp COLLECTIONS As you start setting up your library you need to consider who your borrowers are and the borrowing permissions you intend to allow the different groups of
26. provides for storing more than one Overdue Letter so you can have a range of letter severity and Access It will automatically increment the letter for each borrower To edit the Overdue Letter templates to your own style and wording go to Management gt Correspondence gt Overdue Letters Tosend Overdue Letters go to Management gt Overdue Letters gt gt Sending Overdue Letters Automatically When you have designed your Overdue Letters and you are Automated Overdues letters and emails comfortable with the way in which Access It keeps track of ADs incrementing the letter type to send you may wish to progress to sending the letters by email automatically a User Manual Pages 108 109 118 e a 120 127 128 159 160 You can configure this by Borrower Category and by Collection e g you may wish to send Overdue Emails only to Staff and exclude notifying them of overdue Textbooks gt Underdue Letters and other Correspondence You will have seen under Correspondence the range of ATD User Manual Pages 108 109 118 Correspondence templates you can JIE 122 127 128 159 160 set up These include Reserve Notice e Order Form e Recall Notice Reminder Notice e Overdue Slip e Order Claim Letter e Underdue Letter An Underdue Letter is used by some libraries to send to borrowers when the items they have on loan are nearly due to be returned Sending Underdue Letters can be automated
27. resources vs copies You may have one or more copies of each resource so each catalogue record in Access It has two parts For example there are 3 copies of this book a Access It Library Mon 16 Jan 2012 Data Entry Item Resource List Baie amp 2 a e Taaa n Dae a OOOO 7 jma File Item ISBNLog List ReadingLists Copies Help Data Entry Item Resource List Title Edition By Publication Year Classif Media Type Location Available Copies Reference Reserved Earthquakes Sth Bolt Bruce Smales Isabel 2003 551 ii Book Non Fiction Various Locations 2 3 o 0 When double click on the record and open it see the Catalogue record for this resource The first section the Item contains information common to ALL copies of this book e g Title Author Book Cover image Series Date of Publication Contents Keywords Subjects Publisher Illustrator URL and more This is also referred to as the Bibliographic record Data Entry Resources Book 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Other Information 6 Reserves 7 Book ISBN 9780716756187 Item Information Title Earthquakes Author 2 Bolt Bruce Smales Isobel Illustrator Edition Sth Publication Year Series 0 publisher w H Freeman desst s51 cre SSC Fo Keywords 3 Earthquakes Disasters Volcanoes cmneuars Earth Movements Mathematical Models Ea Notes A key book in the di
28. see displayed on your screen Think about the item you wish to catalogue and click on the appropriate Collection or Media and Type from your list Example wish to catalogue a Non Fiction Book My media is Book the Type is Non Fiction Access lt Library Data Entry Create New pa m s Ensure the correct Media amp Type is selected Data Entry Create New If known enter the ISBN ISSN or Reference ID Allocated barcode Ensure the correct Media amp Type is selected gt All a _ Auto Assign E Audio Batch number Book Bookshop eBook Fiction D Reference Senior Fiction Teacher Resource Textbook Senior Textbook Room Textbook Textbook Room Unassigned H E Misc H E Organisation H E People Ga Periodical H O Resource H E Room G Vertical File H E Video Cance If you don t see an appropriate Collection Media and Type on your list you must now go back to Cataloguing gt Collections and set up the appropriate Collection that you need Remember to set the Lending Rules for your new Collection before you proceed Step 2 Scan or type in the ISBN if there is one If this item does not have an ISBN then Access It will allocate a substitute unique reference number f you are using preprinted copy barcodes stick that barcode on the item
29. the beginning of time the quest begins to find the perfect mate and start a family This courtship will begin with a long journey a journey that will take them hundr miles across the continent by foot in free temperatures in brittle icy winds and thr treacherous waters They will risk starvation and attack by dangerous predators under the harshest conditions on earth all to find true lov e Information Copies 1 Reviews Contents 1 To enrich existing records el m As we ve already seen on page 31 above 1 or copy available e e more recommended related website links can Eonia tae be embedded in any catalogue recorded in the URL field and therefore become searchable i gt links when a user opens that record in the i webOPAC anc h Me a an Access It can convert url s into QR codes to arthquakes aaa enable students to download information onto Brok Bernie their own mobile devices _ fee This is enabled within the Collection m a gt Information Copies 1 Reviews 2 Contents If you know of a website or internet based resource that is worth profiling individually you can Create a New Item for that resource You will probably need a new Collection for this e g Website Curriculum v You may choose to do both with the same web resource i e Add it to related records and catalogue it as a separate resource Y Youtube videos c
30. the column headings to sort by that heading ascending or click again for descending e g Year Group will list all the borrowers by Year Group Class will list all the borrowers by Class etc click again to reverse the order Finding Borrowers using Fast Find However to find just one Borrower by name or by number or all borrowers in just one class or Borrower Category then use Fast Find List Menu gt Fast Find or use the keyboard shortcut Ctrl F ees Oncor ties A oe Omit Rows Ctrl M Select Rows Ctrl T Select All Ctrl A Year Group Show All Ctrl 3 0163 Unselect All Year 10 Print this list Ctrl P 5038 Permanently Delete Records Year 9 5039 Year 9 5083 Year 9 0203 Year 10 Borrower No D Access 1t Library Pn 1316M 2012 bonon le le i EMI Search Records Borrower List Advanced Labels Name Quick Report Vertical Group Category Gender Abbott Glen 7LMP z o f Year 9 Junior Students Male o o EB 5017 Abbott Susan 7LSH n 0 Class Print Quick Report Senior Students Female vor ae E Default Fast Find Search Name No or Class 5105 Adkins Leo am brad 5099 Alexander Kri Enter either a borrower Type in anything you wish to find 0271 Allen Pat Then select the button that you require name Ora borrower Atkins Ronnie number or a class into the Baker Frederic search box and press
31. tick from these items Printing Copy Spine Labels Return to your selected list of Copies Click the Print Spine Labels button This time select your preferred Spine Label e g Access It Default 65 per page Click OK v If you have a partly used page of labels you can commence printing at the next label on the page You now have the opportunity to select your preferred style Access It Library Select Call Number Style Select Call Number Style Title of Item ONS Oe tKeWwu Name of Organisation Please choose the fields you want to display on the spine labels 821 914 T ee REF Title of Item Name of Organisation Title of Item You will see this message again f your Spine Labels are perfect and don t need to be reprinted and Your copy barcodes are perfect and don t need to be reprinted click No a ee Access It Library Select label im Select label Set abe Seton econ Select labels per sheet Set as default If you wish to reuse a partial sheet of labels select the first label Select frstlabel If you wish to print multiple copies of these labels select the quantity sec a E x Make a selection and preview Print Access It Library Confirmation ee a Will you need to print these again Clicking No will remove the Print Barcode tick in the copy record This will remove the print barcode tick from these items
32. who the borrower is for example you probably won t want to lend Teacher Resources to students or perhaps Senior Fiction to Junior Students Also if for example you have relatively few DVD s you may wish to limit the number of these that can be lent per person whereas you may be happy to lend a relatively large number of fictions books per person and so on Collections overview Collections tidy up ea User Manual Pages 91 97 Collections Item Types DEFINING YOUR COLLECTIONS You will create a new collection for each group of items when they behave differently from others e g 1 They are a different media e g audio file vs books vs DVD s and or 2 They are a different type and you may wish to give them a different lending rule e g Fiction books vs Non fiction vs Senior Fiction vs Reference Books and or 3 They are mainly in quite distinct locations e g Junior Library vs Senior Library Generally it is better to have as few collections as possible Think about it like this What collection categories will need Think about all your different library resources Audio Books Equipment Divide each media into types Ly E ction Non Fiction Tell each type which borrowers can take them out and for how long We are Books We are Books We are Books We are Fiction We are Non Fiction We are Reference 2 of us can be borrowed by 2 of us can be borrowed by We can NEVER go out w
33. 15 03 2012 Lists of items returned on other days can be printed from these options Scan the barcode number Returns Information or Show returns for type the barcode number and press enter e E 111144 Cirodayz Lit Oosesetes Sd Access lt Library Select Option s If the item returned has a reserve placed on it you will see a dialog box giving you the option to print or email a reserve notice Select Option The City London square mile For example item with copy barcode 111951 has just been This item has been reserved by returned but has been reserved by Milton Starr in class 5075 Starr Milton 7MTB 7MTB i p _ Print Letter If you have configured Access It to support SMS C Send Email texting then this reserve notice could also be Lee et sent by TXT C Today s List 111951 a Scan the barcode number When you have finished returning items and the cursor is Gas pete ea eee blinking in the box press ENTER to go back one screen a 21 OVERDUE LISTS AND OVERDUE SLIPS Access It Library Overdue Lists Sr 25 Overdue Lists Go to Circulation gt Overdue Lists This displays a list of only those Classes with overdue items and shows the number of overdue items per class and the number of borrowers responsible for those overdue items per class Each class on this list has been toggled so all have been selected for printing Fro
34. ACCESS IT LIBRARY GETTING STARTED A GUIDE FOR USERS accessit Library DOCUMENT FOR ACCESS IT LIBRARY VERSION 8 7 0 AUGUST 2015 REVISED WEBOPAC 2015 Access lIt Software Ltd Head Office Level6 Quinovic House 32 34 Kent Terrace Wellington New Zealand 6011 New Zealand Asia Pacific Australia UK Europe USA Middle East E helpdesk accessitsoftware com E helpdesk accessitsoftware com E support accessitsoftware co uk E info iconnect ae T 0800 LIBRARY or 0800 542 727 T 1800 707 561 T 44 20 3617 9908 T 971 4 367 0221 WELCOME TO ACCESS IT LIBRARY GETTING STARTED GUIDE 1 WELCOME and where to find more help 3 2 THE IT MANAGER S TO DO LIST before we start using Access It 5 3 ACCESS IT LIBRARY finding your way around 6 1 Access It Library Home Screen 6 2 Access It webOPAC Home Screen 8 4 SETTING UP THE LIBRARY your rules 9 1 Borrowers Borrower Categories 9 Adding Borrowers 10 Managing Borrowers borrower lists and borrower ID cards 12 gt Advanced Topics o Merging Borrowers 11 o Importing Borrower Data and Borrower Photos 11 o Borrower Synchronisation automated importing of Borrower Data 11 o Integration with LDAP AD and SSO 11 2 Collections Defining your Collections 14 Setting lending rules for collections 16 Advanced Topics o Hiding Collections from Users 15 o Age restrictions 15 5 WORKING WITH LISTS 17 P Sorting Lists 17 2 Selecting within Lists 17 6 CI
35. C elie a However as the Library Manager you also have a Fast Find searching tool within ae Ho the application with the same attributes words beginning with allows Unselect All truncations in any order pre defined default search Oa a Permanently Delete Records It is available from the List Menu Ctrl F in the application for example in Fast Find Borrowers Cataloguing Overdue Letters eee ate N B The default search button darker outline in each case offers options a __ applicable to the part of the application you are in e g Fast Find in Borrowers eens finds by Borrower Name Borrower Number or by Class Print Quick Report 25 WHY CATALOGUING IS IMPORTANT Consider this you may know exactly what resources are available and listed in the catalogue where they are and what they are about but the point is that your users will mainly have no idea that is why they need to Search the Catalogue Good cataloguing is essential in helping your users find the resources easily It is essential that as much information as possible is entered into the catalogue record in all the available appropriate fields so that users can then use these fields as a handle to find the resources Unfortunately it is possible to have resources which whilst catalogued are unable to be found easily This can happen if 1 The catalogue record is incomplete fields are blank or if 2 The terms used by the cataloguer are dif
36. Class 10HG The following tems are now overdue Sip loft Tite Due Date BodyBoarning Hot tips and manoeuvres 797 1 1404 2011 The Computer from A 004 28 04 2011 931 23 NZ 28 04 2011 Overdue Slips Overdue slips are a cut down version of the Overdue Letter and summarise Overdue information for 3 or 4 students on a single page Each page is divided into equal segments so can be ASD guillotined or cut along the dividing lines e a User Manual Page 39 You can print for all students in a class or select individual students from the class list Printing Overdue Slips gt Designing your own Overdue Slip You have been supplied with a Default Overdue Slip design However you can design your own style if you prefer Refer User Manual pages 120 122 22 So far we have discussed Overdue Lists and Overdue Slips as methods of communicating with Borrowers who have items overdue Access It also provides a facility to design and send personalised Overdue Letters These letters can be printed emailed or if you have configured Access It to support SMS texting then the Overdue Letters can also be sent by TXT gt gt Overdue Letters Overdue Letters printing emailing Access It has stored templates of Configuring your letter and email templates Overdue Letters which are available for you to edit with the text and fields of your choice ale User Manual Pages 108 109 118 120 Access It
37. G A LIST SCREEN COPY ITEM DETAILS DURING DATA ENTRY PASTE DETAILS INTO A RECORD SHIFT F7 SHIFT F7 WITHIN DATA ENTRY BUDGET TOTALS Ctrl Apple 50
38. GUT 11 01 08 2011 22 14 29 e a http accessit wheelers co title GUT 1155 Data Replace amp Quick Scan gt Quick Scan There will be a number of times when you will ale User Manual Pages 59 60 70 85 need to apply exactly the same edit to a number of records Rather than editing them individually you have the ability in Access It using the Data Replace tool to apply global changes to records That is make the change once and apply that change across all the records in your list Some examples of practical day to day tasks where this would be useful might be You have a number of resources that are damaged and you want to mark them ica Damaged damaged in each of their Copy records You are accessioning items that have all been donated by the same Donaile by o e person You want to make a display of new books and want to mark each On Displayunti 25 02 2012 of the books in this display as On Display This means they won t be available for borrowing during the period of the display but can be reserved borrowers into a different Category Junior Students Borrower Category Steps File Data Help 1 Make a list of the records you Daten need to change Copies Borrowi Access It Library Replace Xi 2 Decide whether the data field Title 100 7 you want to change is li
39. KING WITH YOUR DATA Cataloguing tools to make your work easier and quicker There are a variety of tools in Access It to help you edit and amend your catalogue records quickly and efficiently Many of these tools e g Quick Scan and Data Replace work throughout the application so can be used in Borrowers Copy and Item records Copying a Similar Record F7 to copy and Shift F7 to paste A quick keyboard shortcut key to copy and paste a Catalogue record It is very useful in situations when you are manually cataloguing items that are almost the same and you find yourself repeating much of the data entry In these cases you can copy the record you are in F7 open a new blank record and paste Shift F7 Now all you have to do is edit the relevant fields Copying Subjects amp Keywords l l Whilst you will use the Authority File type aheads to input Copying Subjects and Keywords data into the Subject and Keyword fields this only allows you to add terms one by one Similarly you will use this function to delete terms already entered one by one However there will be times when E The terms you have entered into the Subject field are exactly the same as those you wish to have in the Keyword field and vice versa and it would be useful to Copy all the terms entered from one field to the other The terms entered into either Subject or Keyword field are exactly what you wish to enter into another catalogue record Cop
40. RCULATION ISSUING RETURNING AND OVERDUE ITEMS 19 if Issuing checking out items amp Renewals 19 2 Issues Override Password 20 3 Returning checking in items 21 4 Overdue Lists and Overdue Slips 22 Advanced Topics o Circulation Tool Tips 19 o Overdue Letters 23 o Automating Overdue Letters Emails 23 o Underdue Letters and other Correspondence 23 7 SEARCHING FOR RECORDS how will your users find the resources 24 1 Fast Find 25 2 Why cataloguing is important 26 3 Other Searching Options 27 Advanced Search 27 Visual Search 28 New Items 28 Reading Lists and Pick Lists 29 Advanced Topics o Borrower SDI and RSS feeds 28 o Federated Search Other Libraries 29 10 11 12 CATALOGUING The Catalogue Record Items Resources vs Copies Creating a New Item Original Cataloguing Creating Additional Copies Automatic Cataloguing using Rapid Data Entry Printing Copy Barcodes and Spine Labels What about other resources e g DVD s periodicals digital resources web sites e books Advanced Topics o User Definable Buttons and Labels Budgets Purchasing in Foreign Currencies Advanced Search in Rapid Data Entry Advanced Labels Synchronising amp Integrating with Clickview Commercial eBooks and Wheelers ePlatform Autogenerate Subscription and Prediction lists Periodicals DHnukRWDN gt GO O O O 0 WORKING WITH YOUR DATA cataloguing tools to make your work easier and quicker Copying
41. S then you will need to specify with the MIS manager which fields you wish to have exported from the MIS and thus imported into Access It v Some points to note e Each new borrower is assigned a Borrower Number within Access It This is used by Access It to identify the borrower and can be printed as a barcode for ease of issuing If you wish to import from the MIS this number or the Alternate ID see Tab 6 Authentication must be the same as the student s number in the SMS N B Borrower Imports is an advanced topic you should discuss with your IT staff e Minimum information for each student is Number First name Last name and Class e Otherwise you might wish to also collect Address and phone number so you can contact home regarding overdue items Email address so you can send them emails from Access lt e g of lists of items overdue items notices about reserves and so on Also Year Group Vertical Group or Tutor may also be useful e Each Borrower must be assigned to their relevant Access It Borrower Category so that the permissions you set up for that Borrower Category are assigned to the individual borrower Select this relevant Borrower Category from the drop down list You can assign Borrower Categories or Classes or Year Groups etc to a group or list of Borrowers in one step by using the Data Replace tool See Chapter 9 below 10 Borrower Category vs Borrower Note that some of the permissions a
42. WHAT ABOUT OTHER RESOURCES Dvd s Periodicals digital resources websites e books When your users are searching for relevant resources they want to find resources from a wide range of media e g books DVD s periodicals audio files video websites e books and other e files Also you will have resources you wish to catalogue and make available that are from a range of media For example Users doing a Fast Find search on my webOPAC for peng will get this result list and will see these relevant resources a movie DVD a recommended website and a non fiction book and more Advanced Home sa Visual Search Quick Lists fe Reserves My List iA Ta 4 Where Is Home ane 1 7 Seu tue Thee E WPPENGUINS Little Pip p w Sort results by P Filter results Va by OO iid eiat Filter results by Media March of the Penguins Penguins The truth Where Is Penguins about Home Little Book amp DVD g Website amp gt e a 598 4 fl MCK Wil a amp Cilfor roc gc tw Tuno ite esulit ype L SUIS Ly Fiction 3 N A 3 Non Fiction ZD So far we have mostly shown examples of cataloguing books however when you want to catalogue resources of a different media it is really easy and the principles you learned above will still apply See page 33 above on Cataloguing a New Item Ensure the correct Media amp Type is selected 1 Go to Cataloguing gt D
43. ally in the UK THE IT MANAGER S TO DO LIST before we start using Access It There are a number of prerequisites that should have been set up as part of the Access lIt installation process It is important that these are done as they will impact on your ability to use all the functions of Access It For your own peace of mind here is a list of these prerequisite set up tasks so you can check with your IT manager whether or not they have been done v E Client Permissions The Librarian needs to have modify and read write privileges to ensure that you can receive the updates as and when required Proxy Settings If a proxy server is used at your site then the details of this should be entered into Campus Preferences gt Site Info tab to enable you to connect to the internet to link to online book cover images download bibliographic data during automatic cataloguing and to receive software updates and announcements SMTP setup To enable emailing from Access It e g emailing any lists including overdue lists lists and other communications These need to be set up in Campus Preferences gt Site Info tab Z39 50 servers and relevant outbound ports To enable automatic cataloguing from online databases Each Z39 50 database requires a port opened in your firewall for sending and receiving your data request For example British Library uses port 9909 and so on Go to Library Set up gt Z39 50 servers
44. an be played safely within the Access It Users are confined to the viewing the video through the Access It youtube player and cannot get out to youtube For example here is the catalogue record for the youtube video March of the Penguins Access It Library Tue 17 Jan 2012 D Curriculum Website Collection Media and Type is Website 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Other Information 6 Reserves 7 Website and Curriculum tem information Data Entry Resources Title Penguins Add Keywords subjects and notes Coates Add the URL to embed the link to the at Gass Curriculum Display to unauthorised users website jects 2 Penguins Antarctica Penguins Antarctica Identify a relevant image and insert Note A single copy record has been created for this website with an auto EN generated barcode number This Barcode barcode doesn t need to be printed From the webOPAC my users can click on the link and view the youtube video within Access It 9 lt Sunnybrook Primary School Guest Search Advanced 6 Home gs Visual Search Quick Lists gt Reserves f My List Print Collapse sidebar Penguins Sort results by Filter results by Website a3 copy available March Pengui
45. ata Entry gt Create a New Item oe Audio 2 Simply select the appropriate Collection to which you wish to assign the Doua Item and Copy Remember the list displayed is your current list of oh Collections you may need to create a new Collection if this is a new media 9 or type Remember again that the new Collection will need to have E Game appropriate Lending Rules assigned for your Borrower Categories oa 3 When the new record is created complete the Item and Copy record with To relevant information using the same principles as if it were a book e g add resource Keywords and Subjects notes an image Genre and so on to help your ites Video users find the resource For example here is the catalogue record for the movie DVD March of the Penguins Access It Library Tue 17 Jan 2012 Data Entry Resources Thee Movie DVD Collection Media and Data Entry Resources Type selected for this DVD 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Other Information 6 Reserves 7 New Item is DVD and a i cece Movies Title March of the Penguins Note the Author field d riehe E BERE cm dition Publication Year Series 0 Now says Director aS Distra dassf
46. cation author and so on so will be difficult to find altogether by the standard search tools In this situation you should use Quick Scan to find the records From Cataloguing gt Data Entry gt Show Copies gt Copies menu gt Quick Scan or Ctrl B and scan in the Copy Barcode of each damaged book and click OK The list of these records will be immediately found for you w Quick Scan is available to you for Borrower barcodes ISBN and Copy barcodes 47 CUSTOMISING YOUR WEBOPAC As described in the Chapter 3 at the beginning of this Getting Started Guide your users will search your library catalogue from the WebOPAC screen Think of this as your Library Website where you control the content look and feel Hello and welcome to our Access It comes with a template webOPAC home page similar to that pictured here and the tools for you to configure it as you wish Some of the configuration options available to you include a y Adam witz Je Wigi in to win Collect aia Cae rie RINI T IN A i your template from HN Altering the appearance e g colour logo a Adding editing News Items ae Adding items to the Top Picks Carousel a Determining the Fast Find Default search criteria and other search options under Fast Find Determining whether your users will have permission to self renew online e the library Entries Novem ber r Dan nk TH WR S When you are r
47. copies tick this as you will want a Copy record created for your Item record v Once set you probably won t need to change these processing options again 36 Search only Access lIt will start the Z39 50 server search working through your list of enabled Z39 50 servers searching for each ISBN scanned in here at the same time searching for online cover images for each ISBN You will be able to watch the progress of this search and observe where the records have been found Here you can see if the bibliographic information has been found and if the front cover is available If items are not found you may wish to click into the Title and Author cells and manually type these in Or you may wish to remove them from your batch and try again another day To do this select using the toggle and click remove selected y When you are happy with the Title and Author information in these fields click Process All and then click Generate only option 3 to generate the Item and Copy records in your Access It catalogue Step 3 Review Edit and Complete the Catalogue Records Open each new catalogue record and review the data you ve downloaded You are able to edit each of these records to just tidy it up so that you are happy with its contents for your library This is your opportunity to add value and enrich your catalogue The Item Record Check the Dewey classification Is this classification appro
48. d Library Video Tutorials Access It Library Video Tutorials Must See Videos Announcements From time to time we will send you an overnight Announcement and this pop up opens on your desktop when you login to Access It Each major software update release is accompanied by an Announcement which explains the new features and often includes links to pdf or video resources about these news apse or tick the Do not show me again box to hide Announcements until the next ones are made To view an Announcement press the button to expand press the button to coll 21 10 2014 v8 6 2 2128 New Mobile Phone App amp Other New Features We are pleased to announce the availability of our new Mobile Phone App This can be downloaded for Android from the Google Play store or for iPhone from the Apple App store The Access lt Library Phone App will let you search your organisation s library information from anywhere anytime Once downloaded and configured on their smartphones users will be able to search the library for resources check their own account including current loans overdue items and loan history reserve items read and write reviews and more New Mobile Phone App amp Other New Features Se SES WR gt rl Setting up and enabling az VVhen users start the Phone App for the first m time they will be asked for your library details This can be
49. d all items on the Titanic are catalogued under the subject Shipwrecks If the term Titanic is not anywhere else on this record my search will not find it Titanic should be a Keyword on this record This Fiction Book Welcome to Jurassic Park is about dinosaurs The word dinosaurs does not appear anywhere on this record so it would not be found by a Fast Find search on the topic dino Ones bay RD Oe yh TE Data Entry Resources Book 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Other Information 6 Reserves 7 Book ISBN 9780732321277 ritem Information Title Welcome to Jurassic Park Author 1 Teitelbaum Mike ED Illustrator Edition Publication Year Series 0 Publisher Budget Books 1993 Classif TEI Type Fiction R Display to unauthorised users Genre Cover Image ee Keywords 0 Notes adapted from the Movie Jurassic Park URL 0 GMD 7 Reading Level Source w Don t worry there are many tools in Access It to help you with Cataloguing 26 OTHER SEARCHING OPTIONS gt Searching Options with Access It ea User Manual Pages 18 20 ADVANCED SEARCH Allows you to search a specific field or fields Use this option to search for items by such fields as Illustrator Publisher Publication Date since these Sees een fields are not inclu
50. ded in the Fast Find and also to search in more than one Advanced field at a time z By default the search will include every media You may limit the search to _ a single media by selecting it from the drop down list e g DVD Title Including search criteria in more than one field constitutes an AND search biia Keywords For example entering Wilson in the Author field and Non in the Type field Ta will find non fiction books by an author called Wilson on Genre Y Other points to note about Advanced Search a As for Fast Find you may enter parts of words in fields e g marg ac de mah for Margaret Mahy Classif Users can search in the Contents of Periodicals Journals or Short ia Stories by entering search criteria in the Contents page They can Coments O also search for Reviews that have been written by entering search QS criteria in the Reviews page To search for a word that may exist as a singular and plural form it and is best to search for the singular form For example if information on mythologies is required entering mytholog will find mythology and mythologies Entering mythologies however will find mythologies but will not find mythology Given that some plurals change more than just the last letter it is a good idea to enter only enough letters required to find what is required e g mytholog list Reading Lists Copies Help Access It Management Ap
51. ded on your Collections Collection Item Type List 1 Go to Cataloguing gt Collections and click Create New Collection Media Default Lending Period Audio Type Location Additional Lending Periods Include in Statistical Reports Request Info at Issue Display Category Depreciation Language Resource Room Is Reference Include in New Items 2 Select the appropriate Media from Angee SUS whin Library Tei the drop down e g Book enter the e Fiction Fiction Shelves Type and the Location relevant to Book TA Dove ae Access It Library Create New Collection 12 50 your new collection Book ae Reference Create New Collection T i Y Type and Location are user a eas om J definable fields Each time you iw S m DVD Music Teacher Resource add new information into these __20m O ooo fields Access It will add it to the wm n 125o Authority File for Type and Mars 1250 7 Kit Teacher Resource Location If the data you wish to iin 1250 enter is a previously unused or unknown Type or Location agree to add it to the database so that it will be stored in the Authority File for you for next time 3 The form for the New Collection e g Book Teacher Resources in the Resource Room opens for you to complete Collection Item Type Data e Refer to pages 92 93 of the User Manual for a discussion on the tick boxes Collection Information Media Book I
52. e with your own colour scheme news article and topic themes NB webOPAC a web enabled Open Public Access Catalogue If you are a school you may wish to think of this as an Online Student Interface Hello and welcome to our Oy library We are open Monday Friday 9 00 4 00pm Find Design a In a Glass Grimmiy bookmark and be by Adam Gidwitz Pajama Girl By Sarah Perry Diit in to win Collect your template from le Mild mannered Patricia has a super secret ss hias Ee the library Entries identity Pajama Girll Uncover her close 31st of November adventures in this bed time story featunng read along technology to help budding readers with word recognition Click on the picture to read it Mechanica Betsy Cornwell Monday Friday 9 00 4 000m Saturi day by special arrangement A couraging mdependent though kaming and opinion Each of you have been allocated a brary card alowing you to take books from the Mbrary Please take your chosen books with your ibrary card to the issue desk Do not without them being issued fo you The take books from the library book wif be stamped wth a due date In a Glass Grmemiy by Adam Gidwitz Please make sure you return the dook to the library on thts date yw need help selecting a book
53. eady to set this up telephone the helpdesk on 0800 54 27 27 NZ or 1800 707 561 AU and they will assist you to enable this and commence the configuration For other guidance on configuring the webOPAC see these 3 videos Modifying the WebOPAC logo and banner gt Setting up the dashboard Set up entry via login page for multicampus Access It Library D www accessitinfo com videos en tutorials index htm C accessit Library Access It Library Video Tutorials New features Modifying the WebOPAC logo Setup entry via login page or and banner name Aug 2015 dashboard Aug 2015 When you are happy with your webOPAC discuss with your IT Manager ways to broadcast this link to users within your organisation so they can search the library including from anywhere anytime Some examples include Setting up separate search terminals in the library that default to the webOPAC home page Placing a Library link on the Intranet homepage so users can go directly to the webOPAC from anywhere within the organisation Placing a Library link on the organisation website so users can go directly to the webOPAC from anywhere at anytime 48 i Q Library setup LI BRARY SETU P J Organisation Campus User As Library Manager you will need access to the Library User Settings Setup button ry As you can see it includes a number of library configuration options that you will want to access from a
54. er n calculate the Due Date for the S ne sass Tastee a wks ais inene Cpete ected JCJ based on the lending rule setup in T the Collection that the item in this case item with barcode 334562 is assigned to Go to the next borrower When I ve finished issuing checking out items to Amanda and the cursor is blinking in this box press ENTER to go back one screen and then find my next borrower 22 gt gt Circulation Tool Tips extra information available from the Issues page 19 ISSUES OVERRIDE PASSWORD Creating an Override Password When Issuing Checking Out an item Access It will A User Manosi Pace 134 automatically check the item being issued against the ega rag e Permissions of the Borrower Category e g Staff and e Permissions set against the Borrower e g Amanda Bradley and how many items the borrower already has on loan e Permissions set against the Copy copy barcode 334562 and e Lending rules of the Collection the item belongs to e g Misc Digital Cameras to determine whether according to the rules set up in the library this borrower is allowed to borrow this particular item If not the Issue will be refused and you will see a message like this Access It Library Sat TA Yan 2012 Issues Renewal ee ee aren In this case los Hep Amanda is trying to Issues Renewals check out another Input the barcode number of tne tem for Ph
55. ertical Group Borrower photos can Date of Birth 30 01 1975 Category Staff X be imported If SO I PIN or Password Year Group Tutor Mr Brian Sunder i f a oo they will print on Frish Date Override Borrower ID cards Ethnicity File Name AmandaBradley gt Contact Details Select the Address1 24 Greenhouse Avenue Postcode GU3 1KT Address2 Guidford amanda b accessitsoftware com al P P be P ni a te Address3 Borrower Category City Reading Address Last Verified E The email address Alternative Phone 07884 513679 will be very useful I Mobile Phone You may choose to require borrowers to eT ae BED authenticate by PIN List View h d Frs Last DI when reserving booking or writing reviews Borrower PINS Easy ways to manage PINS include e Globally allocating the same PIN to all students e Choosing not to require PINS e Allow students to manage their PINS via the webOPAC My Library function e Access It supports integration with LDAP and AD Active Directory so that students can use their usual network login details for authentication See User Manual pages 11 127 172 pp gt Merging Borrowers how to remove any duplicated borrowers Refer User Manual pages 99 103 Please discuss gt gt gt Borrowers importing importing borrower data and photos gt gt gt gt Borrower Synchronisation refers to automating the import process so it happe
56. f 28 put 28 in here This box specifies whether this copy This box confirms which can be borrowed or Borrower Categories have has been restricted been given permission to for some reason borrow this Type of Item and for how long v The currency symbol will be entered automatically just enter the numbers v S Access It allows you to convert prices paid in other currencies See gt below For example this copy is On Display This summarises the until 23 January information found against 2012 and cannot be the corresponding issued until after that Collection in this example date Book Non Fiction You may wish to enter the normal retail price of 35 in the Replacement Cost field The Value allows for depreciation and will be filled in automatically once the cost is entered C a a S A Data Entry Copies Book Copies Borrowing Detail Th e b u dg et Information for Barcode No 411224 allows you to i Cost 28 99 ces Purchase Rae 21 05 2005 Lending Periods specify which Value 12 07 Replacement Cost 8 94 65 Days or Issue Until fi nancia l fu n d Supplied By Iqra Trading Company Accession No 7 ae 14 Hecate m J i 4 has been used Budget Can be borrowed Alert Seia Shean a to buy this oops Kee y o
57. ferent to the terms used by your users Here are some examples 1 If search for the author Margaret Mahy then my result will only be successful if Margaret Mahy has been entered as an author in the appropriate catalogue records 2 If search for dino Default Search Title Keyword and Subjects my result list will only include items where dino i e dinosaur or dinosaurs appears in either the Title the Keyword or the Subject field If it happened that some resources on dinosaurs did not contain Dino in the title then would only be able to find them if they had been catalogued as being about dinosaurs in either the Keyword or Subject fields 3 If want to find resources in the genre fantasy then will only succeed in this search if the genre field has been populated with fantasy in the appropriate records 4 The students in the junior school are studying astronomy yet they choose to use the search term stars in the default Fast Find search Stars is the term used in their class work and the language appropriate to them They will only find results if the records related to astronomy have also been catalogued with the Keyword stars 5 am looking for items on The Titanic and search with titanic as my default Fast Find search One very good resource on the Titanic is titled One Dark Night N B Titanic does not appear in the Title an
58. fore downloading it ale User Manual Pages 68 69 gt Printing Barcode and Spine Labels PRINTING COPY BARCODE AND SPINE LABELS User Manual Pages 71 76 About Copy Barcodes Every Copy created in Access It must have a unique barcode number in Access It to identify that record If the item is physical in nature and you will issue it to borrowers you will probably want to print the barcode number into a scannable format and stick it somewhere on the item for ease of issuing and returning vy The Copy Barcode is not the same as the ISBN barcode which is printed on the book by the publisher Copy Barcode Choices To print a copy barcode you may use either Access It Generated copy barcodes or use preprinted copy barcodes Each has its merits and either is common You simply configure Access It to your preference by ticking or un ticking e Use Preprinted Copy Barcodes the tick box Use Preprinted Copy Barcodes Go to Library Setup gt Campus Setup gt Campus Preferences gt Site Config 2 tab 1 Access It Generated Copy Barcodes If you have unticked Use Preprinted Copy Barcodes Access t will generate the copy barcode numbers for you so every time you create a new Copy in your catalogue the barcode number for that copy will be automatically generated sequentially You will then need to print the copy barcodes for all of your new copies and you can print these from Access It onto addre
59. he Preview if you want to preview the records first however always tick the Print checkbox when you wish to print the barcodes or spine labels Access It Library Report Viewer i E a au le mlao The enviarei 1120 AiomFicdom 222 Teen Accemed Safwan Me Staff Cony p QA Cataloguing Barcodes amp Spine Labels Aecess It Library Tue 17 Jan 2012 Barcodes File Maintain Copies Help EAI CE Item ritem Information Media Everything z Tite Author Illustrator Edition Publication Year Series Publisher Cisie Call No e Subjects Genre Keywords GMD Copy Information Part of Kit J Lost X Print Barcode C User1 Comments _ Damaged _ Mark for write off C User2 an _ Donated C Add Info at Issue _ On Display C Indude in Reports EE view searchkeys Mon seach oee e eee a a ey Le pay ae Access It Library Tue 17 Jan 2012 Barcode List Fie List Copies Help Barcode List Barcode No Title By 111627 Harry Potter y la camara secreta 823 914 111719 942 02 TAM The history n 629 409 JOH Select label Select label Access It Default x Set print direction H
60. herefore we can see that this item belongs to the Collection Book Non Fiction and therefore copies of this resource will obey the Lending Rules attached to that Collection Genre Classif In here write the details that will appear on the spine label of the resource This shows where it has been placed on the shelves It could be a Dewey Number or just a description of how you order your books on the shelves e g colours such as BLUE RED GREEN In here you can describe in broad terms the subject of the resource For example biography fantasy adventure etc Data Eritry Resources Book 1 4 ontents 2 Catalogue 3 Reviews 4 Orders 5 Other Information 6 Reserves 7 Book ISBN 9780716756187 ltem Infomation itie e ee Authar 2 Bolt Bruce Smales Isobel Tustrator S Edtion Sth R T E EE sees puper w H Freeman Classif 551 OOOO S Type Non Fiction poo F Display to unauthorised users Subjects 3 Earthquakes Barcode 334834 16 01 2012 334835 16 01 2012 111224 21 05 2005 Keywords s Enter a few words into this box that describe what s in the resource They are like the words you see in the index of a book This helps users to find what they need The words you put in this box are matched against the search words The more keywords you put in the more chances there are of a match witha search word Purfhase Date Volcanoes Earth Movements Mathematica
61. ia Hawkins Stephanie Middleton Neal Goldstein Gretchen Watts Tim CIRCULATION ISSUING RETURNING AND OVERDUE ITEMS ST ISSUING CHECKING OUT ITEMS amp RENEWALS Go to Circulation gt Issues Renewals or Ctrl I Issuing Find the Borrower Issues printing options Scan or type in the sie ins TEN E a janes oie borrower barcode amana vrd number Alternatively type in the borrower name and press the ENTER key User Manual Pages 33 36 w Notice don t need to type in Amanda s full name Issue check out the Item Scan or type the Copy Access It Library Sat 14 Jan 2012 Issues Renews So Barcode for the item Fe e Amanda is borrowing or een checking out Input the barcode E item for Photo Bradley Amanda Print Options drop down geri en Staff STAFF list gives options for pss lists to print for eee Amanda e g Items Total Dues Overdue __ 0 00 Items Amanda already e S e T _Geett__pateteved paeme Sens has on loan One is ma s ean AD ERAD overdue ee ge ie ees eee Select then click lt Renew to renew the Overdue Go directly to returns for Amanda scan in an item for return checking in press ENTER and continue issuing checking out to Amanda Access It will automatically ea Scan the barcode numb
62. ick on a Collection e g Book Fiction to open it You will now be able to see the lending rules if any already entered for this Collection Language Resource Room Fiction Fiction Shelves e o Non Fiction Non Fiction Shelves n n Fie Data Help In this example there is already a lending EEEa enen rule for enek E e a ae de pi a Display to a e This can be set in User Settings e Senior Students 14 days and 4 items Base Charge Do0 mee e emee EEE of Fiction Books This means that any pipia SEE Tna g Lending Periods Borrower Categories Days or Issue Until Max of this type Max of all types borrower in the Senior Student Defot s natant Category may borrow up to 4 Fiction E 12 books for up to 14 days r e Staff 42 days and 40 items of Fiction EO S Books This means that any borrower Geada in the Staff Category may borrow up to Max of ts type 40 Fiction books for up to 42 days Maxofal ypes 2 e Default 14 days and 1 item This rule applies by default to any borrower other than a Senior Student or Staff member The Default rule is usually set to a minimum or you may wish to set it to 0 days and 0 items To add a lending rule for another Borrower Category e g Junior Students click Add Category and from the drop down list
63. ighlighted are complementary to the text of this Getting Started Guide so it is essential that you watch each of the videos as you work through the Getting Started Guide Most are only 2 or 3 minutes in length They will show you what to do AD User Manual is highly recommended amp The User Manual is a comprehensive document that will provide you with full details on ea each topic Page references to the User Manual are for your information pp Advanced Topics are entirely optional Access It Library User Manual This is an extremely well written and easy to follow document You should have received a hard copy of this document with your starter pack and a searchable and printable pdf version of the User Manual should have been installed on your desktop during the installation process If not you can download a copy from this link http www accessitinfo com Access ItManualV8 pdf Training Videos Online training videos covering a range of useful topics are available to you online You can access these directly through your Access It Library application 3 via the Help button on your Menu bar sie Current Login Details Update Our Contact Details They are very good and recommend you view as many of them as you can while Sane you are Getting Started Action List nnouncements Video Tutorials Contact Helpdesk accessitinfo com videos en tutorial f Yoo ww accessit Access It Software Lt
64. ilities Check Selected URLs Check ALL URLs Summarise ALL URLs Print this list gt Automated URL Dead Link Checking If you are enriching your catalogue records with URL s and or cataloguing websites directly you want the confidence to know that all the links are good TE User Manual Pages 90 160 j F aaa Access It Library URL Check Summary URL Checking URL Check Summary Information amp Key This URL Checker works by contacting each URL in the list below to see if You can configure Access It to test every URL in EEEO Chete inen cornecing to auet successi tedotea GrianGeanerOe o aS your URL Authority File as an automated task and ee noed E ear hale pn PR Failed 1 or more previous consecutive Checks Failed Checks time the system is unable to a particular Failed 5 or more previous consecutive Checks E s 9 I ecsesstocsece connie noun provide you with a report on dead links times that the check has failed and therefore is a good indicator of if a link is no longer valid Tooltips If you hover your mouse over a row a Tooltip will be shown containing the status of the most recent check this is of particular use when a check fails as it ll provide a more detailed code Last OK Check Failed Checks URL 01 08 2011 22 14 29 http accessit wheelers co tite GUT 1059 a 01 08 2011 22 14 29 http accessit wheelers co title
65. ith Juniors for 14 days Seniors for 14 days ANYONE 3 of us can be borrowed by 10 of us can be borrowed by Seniors for 14 days Staff for 21 days 40 of us can be borrowed by Staff We cannot be borrowed by for 21 davs Juniors These are common Collections for some schools B Access It vV Some Tips e Keep the overall number of Help Type Additional Lending Periods collections to a minimum e g don t create a collection for each topic If some items are in more than one location group them according to the location applicable to the majority and use the location override feature within the copy record to locate the others Kit 14 Days 0 Days 0 Days 1 Day 3 Days 14 Days 14 Days 14 Days Periodical Language Fiction o Non Fiction a Reference Senior Fiction a Movies Music Fiction Non Fiction Teacher Resource Non Fiction Location Include in Statistical Reports Request Info at Issue Resource Room Fiction Shelves o Non Fiction Shelves a Reference Shelves a Office a DVD Shelves a DVD Shelves a Web a Web a Resource Room a Periodical Shelves Is Reference a Display Category Depreciation Include in New Items 0 00 You can create a New Collection at any time or edit the ones you make now 0 Days n Website Curriculum 0 Days 1 to 12 of 12 CREATE A NEW COLLECTION After you have deci
66. kely e a ee ree ee Field Name Field Value to be in the Item record or vave campus Gaana F the Copy record and change geese Pema e your list to show this r cot 5 99 5 Replacement Cost 5 99 E g If it will be the Copy on l ZZ record click Show Copies cee a Access It Library Confirmation 3 Open any of the records on PEREA Al O your list and make the a Lost can Are you sure you wish to set the Damaged field on V Damage stork for write off a 11 Copy records to Yes i e checked change you want As vac na WM Ufe Override Print Barcode 4 Go to Data menu and select vis hee Data Replace Ton Display nail Rental Code Bank i Return Alert Blank 5 From the list of fields shown User1 No fer tinchecked highlight the data field you e oke mended want to edit e g Damaged Override Syne Bank Yes i E cancel 6 Click OK Read the warning u message carefully before clicking OK again w Note the fields listed here for Copies A Data Replace operation can be performed on any of these fields vA Data Replace tool exists for Item records and Borrower records Quick Scan Ctrl B Sometimes the records you may want to get on a list are simply too random in nature to be easily found by the usual search tools For example damaged books These will be a random selection of books which have been put to one side because they are damaged and are unlikely to have a common subject classifi
67. l Models Cost Can Be Borrowed Date Due 35 99 Y In 551 35 99 In 551 28 99 In 551 You can enrich your catalogue record by entering here addresses to any related recommended websites that give more information about the subject of the resource or the author etc Pupils searching the catalogue can click on this link to go directly to the website Subjects These are similar to the Genre box They are very broad descriptions of what the book is about Librarians often choose from a well defined list of subjects that are regarded as preferred subjects with ad hoc and localised words added in keywords For others who don t use Authorised subject headings they might be as simple as Story Book Geography History Science Location Non Fiction Shelves Non Fiction Shelves Sdence Resource Roo Notes This is usually the information on the back of the book It helps people searching the catalogue to read what a book is about or alternatively it describes a piece of equipment available for loan Y You don t need to fill in all the boxes BUT it is important to maximise the information about each resource to help your users find the resource easily 31 Copy RECORD what s in the box The Cost is the purchase cost of this particular copy Generally it will be the amount you paid for it For example if a book normally cost 35 but you paid a discounted price o
68. l Setup time to time For example this is where you need to come to set up your Visual Search buttons set up the Library Map check and add Z39 50 servers and so on Two setup functions that you may wish to consider at this Getting Started stage of your library are 1 User Settings User Manual Pages 139 143 The ability to configure user group and individual user profiles and permissions 2 Library Open Dates User Manual Pages 144 145 The ability to set up the calendar for the year entering periods of closure e g holidays and rules for the treatment of return dates affected by closed periods TECHNICAL SETUP Similarly as Library Manager you will need access to the Technical Setup button Two setup functions that you may wish to consider at this Getting Started stage of your library are 1 Manage Tasks amp Scheduling User Manual Pages 159 160 Allows you to configure the various tasks that will be automatically carried out at times specified by you and by the BTS Background Task Scheduler services on your Access It server machine Many of these have been mentioned in earlier topics in this Getting Started Guide and include Automatic Software Checking Nightly Maintenance Automatic Backups Automated Overdues and Underdues Clickview Synchronisation URL Checking External Borrower Synchronisation and SDI Selective Dissemination of Information 2 View the Log File
69. l receive an os yp ay automatic email Users can self manage this via APET the My Profi le in the web OPAC Alert me when a new item matches ANY of the following Refer User Manual page 128 Subject is Aztecs or Icarus Greek mythology Add another condition gt RSS Feeds Available for 3 New Items and the 10 most recently added verified reviews Subject Refer User Manual page 128 ONE SEARCH One Search One Search allows your user to search across your local library and school resources and across online digital content in a single search International ABC College 127 0 0 1 8080 resources searchresult Q Search 9 lt International ABC College Advanced Home ga Visual Search Quick Lists p gt Reserves My List ke Print Global Climate System MEP Sort results by Jon 7 cs ile le Filter results by gt CITES ON THE EDGE One Search Cities on the Genesis The global Green patriot Humanities edge climate system posters alive for climate change Hinrichse chultz S vorgan Lara Bridgman Siegel Dmitri Mraz Judy DigitalNZ Howard A Morris Edward Easton Mark Many Answers MOR 5 6 g Q meg Q 20mg Khan Academy National Geographic Kids Britannica PreK 12 EPIC New Zealand Geographic TV3 Maori TV Architecture 29 CATALOGUING Items vs Copies THE CATALOGUE RECORD items
70. lation R User Settings You are able to configure different user permissions and a logins to allow various levels of access to functions ay within the Access It Library applications How to do this is referenced in Chapter 11 Here are some examples of different Access It user settings that are commonly used Organisation Campus User Circulation Desk or a Student Librarian L eg Search e g Student Librarians or Circulation Desk If you have student librarians helping on the Circulation Desk or if you wish to set up the Circulation Desk in a self issue mode then you can design a User with restricted access to only e g Library Manager Searching Issues and Returns All 6 buttons are visible and all features and functions within each button are available This is the highest level access and is needed by the Library Manager e g Classroom Teachers Classroom teachers will be trying to encourage their students to read You may give them a login that allows them to see more information about A Classroom Teacher l l what their students are reading what items are popular with other students the reviews their students have written etc whilst restricting access to all other Library Management tools Search Library Users Use the Access It webOPAC so they can connect to the catalogue and search via any web browser anywhere anytime You can customise this web pag
71. logged items password you wish to use Sere 3 Allow Issues Overrides ee V Email e e Always veri ower v Bookings vieoe v There is only one Issues Override Password oe 7 Auto Return on Issue a Messages _ Guests see MARC w Try to maintain security of this password sepi 7 Web Messages Gues la ast Find Selection however if you need to you can always come back SR ore Citation Style V Web Borrower Details f to this screen delete the old password and enter ame PIN Required Booo a new one eS Oh en T Use Preprinted Borrower Barcodes Contact Name v Currency Symbol RI Web Write Reviews Always verify Borrower Date Format PIN Required Destination for Logged Items Allow Issues Overrides Destination for Logged Items Override Password sss 20 RETURNING CHECKING IN ITEMS gt Returning Go to Circulation gt Returns or Ctrl R ae cer Mandal Pa z Page 36 Scan the copy barcode of the item being returned The details of the items being returned are displayed in the returns list The list also shows the current Status of the copy that has just been returned Access It Library Sat 14 Jan 2012 Returns FF So File List Help Returns The list on the screen can be printed from the List menu Title Midnight never come 15 03 2012 Kindle 3 02 08 2011 March of the Penguins 02 03 2012 Through a Brief Darkness
72. m here can print Overdue Lists and Overdue Slips If only want to print for one class e g 10HG or some classes then can unselect all by clicking on the Toggle column heading and then reselecting clicking beside the classes want by clicking beside each one Access It Library Overdue Lists W w Clicking the Toggle column heading inverts the Overdue Lists current selection v This list displays by Class but note the drop down Sa menu Overdue lists can also be displayed by 10HG 6 2 tt ts C tO Vertical Group or by Year Group 1OWF 2 1 LIKL 1 1 456 05 2 1 LMP Access It Library Overdue lists e IGTW Overdue Lists Overdue Lists All lists generated can be printed by Class Year Group or Vertical Group and can be printed or emailed e g to a Class Teacher Access t Library Repon Views LL lt a ajo ee Ola iat _ Overdue Borrowers amp Items on loan Class Name of Borrower Borrower Number T Baro Access It Software NZ Staff Copy Oste 15 01 2012 Toc MAY Alex Class 10HG Sip loft 10HG CONNOLLY Wayne 0185 The Computer tom A Z Ma artial Arts The Complete Book of Mountain Baking Mountain Biking BodyBoantng Hot tps and manoeuvres 109251 109252 10922 100280 ain Biking 109261 Please ensure that these tem s are returned to the brary mmedately If you wish to renew the tem ple raran know Access It Software NZ Staff Copy Date 15 01 2012 To CONNOLLY Wayne
73. menu tab Earthquakes EARTHQUAKES ga copy aaavic ae a Z s i i 7 al l Publisher W H Freeman Clicking once on an item on the Results List as AEA eto 13 above will display more details about that lt ype None gt item Bruce A Bolt UR 7 Rode a pei D OA e Subjects and Keywords Notes click on oe iae ak E S A related web links see when copies are due Write a review mez vant famous primer on all basic aspects ISBN e They can also see a Review write a review Show Me Where information aera TR Contents Like or Reserve the item or add it to a list back and if any are in other locations Make a reserve 4 2 EARTHQUAKI gt The Show Me Where button allows your users to see a map or digital photo of your library and will show them where in the library the items are Refer User Manual page 149 pn 2 if Wea E Add to My Ls We will now work through each of the Search tools so you can see how each works and in which scenarios each would be an appropriate tool Searching is best demonstrated by Video so please watch the videos listed below This exercise will also demonstrate to you the importance of Cataloguing and how your cataloguing skills will assist your users find resources Fast Find Part 1 FAST FIND Fast Find Part 2 ea User Manual Pages 14 15 The Fast Find is a very flexible and powerful search engine that quickly searches the most commonl
74. nd rules assigned at the higher Borrower Category level can be overridden at the individual Borrower level if necessary for example a Finish Date different to that assigned to the relevant Borrower Category can be assigned to an individual Borrower and an individual borrower can be allowed disallowed from Borrowing Reserving and Booking You would only personalise these permissions for a good reason otherwise it is much easier to assign the correct permissions at Borrower Category level and assign the individual to the relevant Borrower Category Decide which fields you wish to populate Borrower Category Access It Library Sun 25 Sep 2011 Borrower Data 1 Borrowing Details 2 List Members 3 Other Information 4 Reserve 5 Authentication 6 Correspondence 7 Charges Payments Borrower s Number 0967 o permissions can be a Borrowers _ i _ Fie Data Help overridden at the individual Borrower level if you wish Title Ms _ Temporary Borrower v Can Borrow Photograph see also Finish First Name Amanda Z Can Book V Can Reserve Date Middle Name M Last Name Bradley Class STAFF Enrolment Date 27 01 2000 V
75. ndude in Statistical Reports Request additional information at issue time Display to unauthorised users This can be set in User Settings Type Teacher Resource Location Resource Room Base Charge Rental Charge v Count against Borrower limits v Is Reference lindude in Wew Items 0 00 0 00 Advanced Bookings C is Age Restricted gt Hiding Collections from Users un tick this to hide this Collection from your students gt Age Restrictions e g DVD s tick this box and Access It will cross check the borrower s age against the age range of the Item if it has been specified Max of this type Max of al types Default Not Applicable R Add Category Delete Category e Note that a Default Lending Period of 14 days and 3 items has been automatically assigned to this collection e Double click on the word Default to edit this rule or click on Add Category to add specific Borrower Categories to the list with their own rules See Setting Lending Periods below 15 SETTING LENDING RULES FOR COLLECTIONS gt Setting Multiple Lending Periods After you have decided on your Collections set the lending rules for each collection ea User Manual Pages 91 97 If some Collections will have the same lending rules you can set these together in one step TO Access R Ubay SEC e e From the list of Collections highlight and double cl
76. ns Oe aa re When finished your new Copy records will have been generated f you are using Access It to generate copy barcodes these will be automatically generated and your new Copy records made Now open each of the new Copy records and complete the copy information Copy Information 1 Barcode Purchase Date 123457 16 01 2012 123456 16 01 2012 111225 21 05 2005 Bolt Bruce 1339 551 2 Access tt Library Mon 16 Jan 2012 Data Enty Resourcer p Author 1 Bolt Sruce Tlustrator Adams Angela Copy information 1 Purchase Date Cost Can Be Borrowed Date Due nasi tecatton 21 05 2005 10 00 y In 551 2 Noniction Shelves 111225 Cost Can Be Borrowed Date Due Classif Location 10 00 7 In 551 2 Non Fiction Shelves 10 00 Y In 551 2 Non Fiction Shelves 10 00 Y In 551 2 Non Fiction Shelves 34 AUTOMATIC CATALOGUING USING RAPID DATA ENTRY gt RDE Overview ea User Manual Pages 63 68 151 154 It is likely that many of the resources you will be cataloguing will have already been catalogued by someone else in another library somewhere in the world Some libraries make their bibliographic data available on Z39 50 servers and many allow this data to be used by the public free of charge Using Rapid Data Entry Access It offers you the ability to automatically catalogue items Simply b
77. ns e g overnight every night In this way you will regularly receive updated data from the MIS system e g new students updated addresses email addresses class changes and so on Refer User Manual pages 172 Please discuss this with your IT Manager Integration with LDAP AD or SSO Larger organisations often use one of these User Management systems to rationalise user logins and passwords across software applications and Access It supports integration with these Benefits of this type of integration are 11 e Integrating with LDAP AD mean that Access It can authenticate borrowers by their existing network Usernames and Passwords e Integrating with SSO Single Sign on means that any users already logged into a web application within the organisation network will already be recognised within Access It and won t need to authenticate again Refer User Manual pages 11 12 80 128 172 Please discuss this with your IT Manager Borrower Barcodes Managing Borrowers Managing left Borrowers MANAGING BORROWERS Now you have all your Borrowers entered in Access lt you need to know some easy ways to manage them ega User Manual Pages 76 80 Sorting a List Every time you open Cataloguing gt Borrowers you will see a list of ALL your borrowers in alphabetical order by Name A Z You can reorder this list Z A Click on the column heading Name and the list will automatically resort Click on any of
78. onfiguration Fiction Resources Default Collection Book Fiction Fiction Shelves Select Collection Remove Collectip _ Process Fiction Classif F MAH gt MAH Non Fiction Resources Default Collection Book Non Fiction Non Fiction Shelves Select Collection Remove Collection V Process Non Fiction Classif 623 HIL gt 623 Treat the following Dewey classifications as Fiction 813 823 Unassigned Resources Treat unassigned resources as C Unassigned Fiction Non Fiction 37 Select the style of how you would like the Classification Number to appear for Fiction and then for Non Fiction e g F MAH or MAH fiction 623 HIL or 623 non fiction Some books may not be assigned to Fiction or Non Fiction by the Z39 50 catalogue you take the information from Indicate here how you would like these resources to be treated e g Unassigned gt Advanced Search in Rapid Data Entry gt Advanced RDE Advanced Search in Rapid Data Entry works similary to Rapid Data Entry above but allows you to search for resources one at a time by criteria other than ISBN such as Title Author ISSN and LCCN This means that you can use Rapid Data Entry to catalogue resources even if they don t have an ISBN This option provides a lookup feature so that you can see the MARC record be
79. orizontal hd Select labels per sheet 30 X _ Set as default 111724 111813 111831 111922 111951 If you wish to reuse a partial sheet of labels select the first label Select first label 1 X If you wish to print multiple copies of these labels select the quantity Select quantity 111990 112065 333 72 ENV Earthquakes 551 2 Earthquakes 123456 123457 334564 334565 Inanimate Alice China 334566 The adventures of Sherlock Holmes a i 1 to 14 of 37 pre Report Viewer Aiia Such ira wlerdge 111980 iomFicdom 45672 Acct sed Sofwan HZ Staff Copy Eachquakes MEM ionFicdom S41 Acca sed Safwan NZ Staff Copy Your barcode will display the name of your organisation if you use the Access It Default option 39 After printing you will see this popup message p Access t Library Confirmation Ines The Print Barcode tick box is important as we saw above because it helps you find the records you need to print copy barcode and spine labels for f you still want to print Spine Labels for these Copies Click Yes to leave the tick in place for now f you don t want to print Spine Labels and your copy barcodes are perfect and don t need to be reprinted click No Will you need to print these again Clicking No will remove the Print Barcode tick in the copy record This will remove the print barcode
80. oto Digital Camera PER ee Bradley Amanda Number of items reserved or Staff STAFF She already has 1 aries Digital Camera on Print Options loan and the Gane Stet ened Lending Rule for Access It Library Override Password Override Password Total Dues 0 00 Print Borrower 0967 Bradley Amanda is not allowed to borrow any TE rE Type more of the type Misc Digital Camera Staffroom Eea aera oT Sta ff fo r t h e 111145 Digital Camera 02 10 2011 01 11 2011 Overdue _ _ 108257 Fiction 14 01 2012 27 02 2012 i i E 334562 Movies 14 01 2012 02 03 2012 ee 112189 Fiction 14 01 2012 15 03 2012 Digital Camera oas Reine aaae allows only 1 camera per person However Access It also allows you to store a special Issues Override Password for the times when you wish to make exceptions to the rules In these cases you may enter the password into the box and the Issue will go ahead To setup an Issues Override Password Go to Library Setup gt Organisation Campus User gt Campus Setup Select your Campus gt Campus Preferences gt Site Config 2 tab Tick Allow Issues Overrides checkbox and enter the Address 9 Admin Charge r Web Services r Destination for
81. oto Filename Photo x Network Login Name Ethnicity Disability Alternate ID Contact Details Address1 Postcode Address2 Email gm ge This search will find all my Address Last Verified Guarantor Year 10 students who Phone Guarantees ome i have allowed to Book iii items a Home E or E sen Borrower Barcodes and ID Cards Each borrower can be identified by Name or by Borrower Number Access It can convert the borrower Number into a barcode format the Borrower Barcode which can simply be scanned into Access It when checking out items to that borrower If your library is busy then you might find it useful to either e Issue Borrower ID cards to your users or e Print lists of Borrower Barcodes and keep these at the Circulation Desk Borrower ID Cards Access Library Sat Iam 2012 Bor l l Access t First find the list of borrowers you wish to E aaa n print ID cards for e g by class then go to Add to Distribution Group Class 13EH Borrowers on the Menu bar and select eed Vanes Vane Print Borrower Cards then Preview and Transfer seas P ri n t Print Barcode List do ee IMI Obviously the cards will look better if you ei a have photos of your borrowers ae Create Sat 14 Jan 2012 Email Letter k Print Borrower Cards Merge Borrowers Quick Scan Borrower Barcode Lists It is a common practice for school Oces CONNES Access i Library Report Vena NNN librarians to print
82. out them and so on You can also configure Access It and allow your users to search other libraries using Federated Search and to borrow from other libraries either to download digital resources or if they are nearby to physically borrow from them using InterLibrary loaning Finding your way around the Two Faces of Access it So it shouldn t surprise you then that there are two faces of Access It one for the library managers and one for the library users As the library manager you need all the management tools on your desktop whereas your users need to search the catalogue and will want to do that from anywhere anytime They will also want to be inspired and enthused fa Access It Library Thu 12 Jan 2012 Main Men eln Fie Advanced Search Circulation Cataloguing Management Library Setup Technical Setup Help gir Library Managers Use the Access It Library application with all the management features and tools installed on your workstation Each button represents a Feature Set of library management tools Management Library Setup Technical Setup accessit Home Page Background Image You can easily change the background image of the Access lt Library application home page to an image of your own choice Background Picture gt Right click anywhere on the screen and select an image of your own from your own files You can always revert to ours if you prefer Circu
83. plication vs Access It webOPAC a Select All Show All As with Fast Find there is an Advanced Search tool within the application with Ctrl M Ctrl T Ctrl 4 Ctrl J the same attributes field starts with AND OR NOT numerical range and Unselect All wildcard searches etc Print this list Ctrl Permanently Delete Records It is available from the List Menu Ctrl S in the application for example in Fast Find Ctrl F Borrowers Cataloguing Items Copies Overdue Letters and in each case e e e e vi offers search fields appropriate to that part of the application Booking i Advanced Labels N B Within Advanced Search click View the Search Access it Library Advanced Search Ves aaa Keys for instructions on Advanced Searching rules ee Print Quick Report Advanced Search Keys Field contains search Not search Exact Search Range nnn nnn inclusive Range nnn lt nnn exclusive Less than lt Greater than gt Blank search 27 VISUAL SEARCH Is an option that facilitates searching by a visual icon Visual Search A y 3 1 f K A PaCK g a d p Visual Search gt History Clicking on a search category e g History will show the sub categories available and clicking on any gt iea Middle Ages Revolutions Ancient World sub category will MRT generate a res
84. priate for your library If not edit it Check the Type e g Fiction Non Fiction Senior Fiction Is this the correct Type for your Collection If not edit it Keywords add more keywords if necessary Subjects are you happy with the subjects downloaded Do you want to add more Are all the fields populated that should be e g Illustrator Series Enter Genre if you are using this field Add URL s if you know of some related recommended websites The Copy Record Open the new Copy record and complete details for the Copy w Use the Previous and Next buttons at the bottom of the screen to move between records in your batch The Configuration Button The Configuration button gives you the opportunity to pre set some of your editing preferences so that Access It will automatically edit some of the incoming data for you Once you have made your choices in Configuration you generally won t need to change them again Select the Collections into which you would like the Fiction and Non Fiction books you scan in to be placed This will be a default that you can edit for some individual books Some catalogues give Dewey Numbers to Fiction Books and you may not catalogue in this way In this box write in Dewey Numbers you want to exclude from Non Fiction e g 813 823 so these items are reclassified as Fiction for your catalogue Access It Library RDE Configuration x T RDE C
85. provided to them via a QR code aenerated within Access lt Librarv see video Sometimes we just want to tell you some Announcements Can be printed They will continue to show until you check the box Don t show again until next announcements occur You can always see previous announcements any time from the Help menu y Current Login Details Contents Fi Action List Announcements Tips amp Tricks b Help Desk Service Wherever you are in the world you have an Access It Helpdesk support service available to you Our helpdesk is staffed during normal working hours and offers phone email and remote support services Here are the contact details New Zealand Asia Pacific Australia Access It Software Ltd Access It Software Australia E helpdesk accessitsoftware com helpdesk accessitsoftware com T 0800 LIBRARY or 0800 542 727 T 1800 153 227 UK Europe USA Access It Software UK Ltd E support accessitsoftware co uk T 44 20 3617 9908 Middle East North Africa InterConnect FZ LLC E ramzi iconnect ae T 971 4 367 0221 Training Personalised remote online training can be provided in most areas and in some cases on site training is available Please phone us to discuss your best options Roadshows half day or full day group training sessions at various venues around the country are offered usually annually in New Zealand and Australia and bienni
86. scussion on earthquakes This 5th edition adds new research to the discussion on cause and effect of these natural disasters URL 2 http www earthquakes net http www geonet org r 0716756188 jpg ae e eo o o O h Copy Information 3 Barcode Purchase Date Cost Can Be Borrowed Date Due Classif Location 334834 16 01 2012 35 99 Y In 551 Non Fiction Shelves In 551 Non Fiction Shelves In 551 Science Resource Room 334835 16 01 2012 35 99 Y 111224 21 05 2005 28 99 Y The second section Copies contains information about each individual copy that may vary from copy to copy e g Cost Purchase Date Supplier Copy barcode number and more Double click to open any one of these 3 copies v In Access It new items can be added manually or automatically by Rapid Data Entry Y During manual cataloguing whilst you will need to populate the fields manually there are a number of cataloguing tools in Access It to make this as quick and easy as possible Y During automatic cataloguing many of the fields will be populated for you however you are still able to edit and amend any information downloaded 30 Let s look in detail at the Item Bibliographic record and the Copy Record ITEM BIBLIOGRAPHIC RECORD what s in the box Media and Type or Collection The Collection this item has been assigned to is displayed on the catalogue record by the Media tab e g Book and the Type field e g Non Fiction T
87. se in your catalogue Check that this is enabled and that you are able to Date Format pD mmpryvy Access It Library Online Image Configuration reso connect to the sources of these images o mm Online image Configuration e i saipa hope feather a Bee eo Go to Library Setup gt Campus Setup gt Campus Auto Logn aust upar down ma R Gitation Style Harvard Note 1 If you choose to receive images from Amazon you also agree to have a link on Preferences gt Site Config 1 tab yar eae ee tee ie meen eae oe et Oe beer z i ower Note 2 When selecting a source be aware that the url will need to be white listed Check that the tick box Enable Online Images Ge iS ticked B v pne J Show Gender Amazon U S _ Click on More and check that these sources a v Auto Return on Issue of online images are ticked and click Test M PR oj v Reviews require verification v Retrieve Online Cover Images More Age Restricted Visual Search 35 Automatic Cataloguing Using Rapid Data Entry Cataloguing gt Data Entry gt Rapid Data Entry gt RDE Configuration Ay ea User Manual Pages 63 68 151 153 Step 1 Entering Scanning in the ISBN s Scan in the ISBN s of the books you want to catalogue First time start with a small batch of 3 or 4 books When you have scanned in all the ISBN s in this batch click Process
88. select the Borrower Category Junior Students Enter the number of days and number of items you wish to allow as the lending rule for Junior Students e g 14 days and 2 items You can edit the lending rules in your Collections at any time Set Multiple Lending Periods Some Collections may have the same lending rules and if so you can add these together in one step Access It Library Sat TA Jan 2012 Collection Wem Type List ee ey From your list of Fie ust He Collections highlight the Collections you wish to set the same lending rules for e g Book Fiction and Book Non Fiction Collection Item Type List Media Type Location Is Reference Default Lending Period Additional Lending Periods Include in Statistical Reports Request Info at Issue Display Category Depreciation Include in New Items Audio Language Resource Room 0 Days Audiof access It Library Set Lending Periods i Lending Periods Borrower Categories Default Click the Set Lending Periods button below Add Borrower Categories and enter lending rules as above This time they will all be added to both these Collections Periodical Non Fiction 0 Days Website Curriculum 1 to 14 of 14 16 HINTS ON WORKING WITH LISTS In Access It all the lists you see on the screen wherever you are in the application can be sorted and selected in the same way For example Lists of Borrowers and Borrower Ca
89. ss style sticky labels using the Access It Default predesigned Copy Barcode label for the desired number of labels per page Using Access to print barcode labels is a cost effective option 2 Preprinted Copy Barcodes Alternatively you may decide to purchase preprinted barcodes Typically these are printed in batches of say 1 000 labels in numerical sequence Some librarians prefer the convenience of having ready printed barcodes to hand Typically preprinted barcodes are a specialist product thermally printed onto very durable material f you have ticked Use Preprinted Copy Barcodes Access t will NOT automatically generate the copy barcode numbers for you Every time you create a new copy Access It will give you the option of selecting to use your preprinted label in which case you just scan it in or to have a number pre assigned instead v If the copy record relates to an item that is not physical e g it is digital such as an e book or a web site or a pdf then whilst the record itself will need a unique barcode number you won t need to actually place a printed barcode on anything This is an example of when you would select the auto assign option so you don t waste one of your preprinted barcodes About Copy Spine Labels It is common for librarians to label the spine of each book with information as to where it would be found on a shelf in the library These labels are called
90. tegories Collections Catalogue Records Copies of Items results lists from Searching Overdue Borrowers and so on Sorting Lists Is explained on page 15 above with respect to Sorting Lists Borrowers and works exactly the same way on any list within Access It Selecting within Lists Sometimes you will want to work with a small number of specific records on the same list For example wish to print Borrower Barcodes for a small number of specific students in Class 10HG How do get them on a list Firstly must find Class 10HG There are several ways to do this By now you will know these two ways 1 Go to Borrowers Show All Borrowers click on the column heading Class to sort by Class then scroll down to find a continuous list of all students in Class 10HG or 2 Goto Borrowers gt List Menu gt Fast Find or Ctrl F from within Borrowers and enter 10HG in the search box If the Borrowers want to work with are next to each other in the list click once on the first one hold the Shift Key down scroll to the last one want click once and let go of the shift key From the List Menu bar Select Rows This will give me a short list displaying only these 7 Borrowers and from here could then proceed to whatever action have in mind e g printing Borrower Barcodes Access It Library Sat 14 Jan 2012 Borrower cs Omit Rows Vertical Group Category Dougherty Kristine Select Rows
91. tep 2 Processing Searching and Generating Records Access It Library Process All Once you have scanned in the ISBN s clicking Process All begins iccees Sl the process of searching the Z39 50 servers and Generating the Process Options Item and Copy records in your Access lIt catalogue O Search amp Generate Search then create Resources for MARCs 2 Search only don t create Resources just search This screen gives you options to select C Generate only generate resources For the MARCs 1 Processing Options Additional MARC options Searches amp Generate searches and generates the Item noapic ay ce setae a e v Remove trailing Full stops from appropriate Fields and Copy records in one continuous step 7 Create copies For these MARC records Search only only searches and gives you the chance to review the results recommended Generate only works in conjunction with Search only above Click Generate only after you ve got Process the results from Searching and are happy with them 2 Processing Options When you ve completed your selections Duplicates any subjects downloaded into the Keyword above Click Process to begin the Search field as individual terms A good way to get started with populating your Keyword field so select this Some Z39 50 cataloguers inadvertently put full stops at the end of a word Click this and they will be stripped out Create
92. the list of servers for every ISBN you scan until it finds a result To be most efficient it is important that the order reflects your order of priority i e LT e a ensure that the server s that will give you the most hits are at the top of the list N B If you find some servers don t give you good results then disable them Access it library MOR 16 Jan 2012 23950 Sener a ae File st Help Description SCIS National Union Catalogi Show the Rapid Data Entry sites in this order cick drag to move Natonal Liorary of Ausi ROE Gop Sritieh U Victoria University Lib State Library of Victo NLNZ Catalogue Reorder the list by clicking on the Reorder button Open the RDE Group The blue ones are enabled the red disabled Click on any you wish to promote or demote and drag them into position Christchurch City Librai Britsn Library Library of Congress Oxford University Libra n bibmast o PORPSESOORFEAG RE EREET sae eu G 3 VFP 2 90 9Qqzzzws x United Arab Emirates IR e h Cound ay arke Ardabil University of a x E oe ault Intemational istamic Un ORIZON 14 Bromley branes library brombey gov uk 210 cl default Check your Online Cover Image connections a eC During Rapid Data Entry Access It will also search for online book cover images based on the ISBN and create a link to the
93. to your users gt Commercial eBooks Integration with Wheelers ePlatform Refer User Manual page 172 However ebooks purchased commercially will be F On a dark wing subject to copyright restrictions and publisher pone controls Besok Deopyavaiat For example You may have purchased only 1 copy or several copies and whilst you will have permission to limits on concurrent usage a isi oe a ce a of her mothers Commercial eBook suppliers control the online e R N access to eBooks information A omes Access It supports SIP2 protocols which facilitates integration with external systems such as eBook suppliers e g Wheelers ePlatform for Australia and New Zealand customers This integration means that the ebook you ve purchased commercially can be linked in Access It directly to the suppliers ebook platform User authentication and copy control are also managed PERIODICALS Refer User Manual pages 52 56 The media Periodicals refers to a serial serial publication such as a journal or magazine that is published on an on going basis Periodicals can be managed in two different ways 1 Separate Item record for each new issue of a periodical If you wish to provide access to information specific to each issue of the periodical such as keywords and or subjects on the Periodical tab or adding indexing information on the Contents tab you will require a separate item record for each new issue
94. ults E a list Each icon has a set of Art History search terms embedded behind it determining the search criteria m ka World War Modern world World War II Exploration Access It Library ships to you with a set of Visual Search buttons already set up with a selection of relevant search terms You may edit any all of the buttons delete the icons we ve sent you and invent your own or add different search terms to the buttons v Visual Search is fun and has been used successfully for younger students as well as secondary school Students and in some corporate libraries for adults It is an opportunity for you to be creative Some ways to use visual search For Junior Students use photos of class teachers and list their class topics as the search terms For older students use it for syndicate study topics e g 1960 s Theme it in another language e g Maori Use photos of images relevant to your students and school gt Visual Search Setup Refer User Manual page 146 QUICK LISTS C Quick Lists er Reserves My List Includes New Items and Reading Lists REAPER New Items is a feature designed for your avid readers and lists Premier s Reading Challenge 3 4 items that are New to the li brary Premiers Reading Challenge 5 6 Premiers Reading Challenge 7 9 Click on New Items to view the books and other items recently Premier s Reading Challenge K 2 added to the library This displays a list
95. wer Categories later if you need them or edit the ones you setup now 9 After you have decided your Borrower Categories go to Cataloguing gt Borrower Categories and click Create Category and then enter the permissions you wish to assign to it N B Please see the Video Borrower Categories and the User Manual pages 81 83 for a discussion on the different permissions below File Data Help Borrowing Categories Category Information Name Maximum no of items Priority Reserve Charge Finish Date Must sight after no renewals Obey must return v Allow reserves on Available items Can book Maximum No of booking Can reserve v Maximum No of reserve gt Borrowers creating manually ADDING BORROWERS All the people who will be Borrowers in your library ea User Manual Pages 76 80 must be added into Access It If your organisation stores data about your borrowers in another database e g an MIS then it is possible to import this data including their photo into Access It Otherwise the borrower data can be added manually Depending on the MIS used it may also be possible to automate this import process and synchronise your borrower data in Access It with the updated data from the MIS on a scheduled basis The borrower screen has a lot of fields see below You may fill in as many or as few as you like If you import from an MI
96. y scanning in the ISBN Access It will search the Z39 50 servers you ve selected and download the existing catalogue record directly into your Access It catalogue whilst simultaneously linking to an online book cover image elsewhere in the world The video RDE Overview demonstrates how easy it is to do this Please watch this now Getting Started Rapid Data Entry is wonderfully easy to do but like many things there is a lot of complexity behind it Before you start using it is a good time to look around and to test some of the set up Check your Z39 50 connections Rapid Data Entry should have been set up for you as part of the installation process and you will already have a shortlist of Z39 50 servers loaded into Access It for you Test these are live and working Go to Library Setup gt Z39 50 Servers Double click on one of the servers listed to open it Select one you think you will want to use Check that it is Enabled tick the Enabled checkbox Click Test Settings to check whether you have a connection to it If you get the message connection to Z39 50 server successful you are connected and ready to start Y Enabled servers are marked in the Z39 50 server list with a star You can group these on the list by clicking on the Enabled column heading to sort Enabled Not enabled Y Access It will search the enabled Z39 50 servers in the order they appear on the list and work through
97. y and paste ea User Manual Pages 45 46 Award Witche bk Prize Copy to Subjects Copy will allow you to copy all the terms and then paste all the terms into Pe apa uur unre the same field of a different record bef nanain Citan You wish to simply Clear all the terms in the list of either Subjects or Copy to Keywords Keywords rather than deleting each term separately Copy Paste Right click on the Keyword or Subject field in the Item record and the options for these actions become available Clear Appending Keywords Subjects and URL s gt Appending URL and Keywords Whilst you are adding Keywords Subjects and URL s to your records as you create them there will be times AD when you want to review your records to ensure that a eje User Manual Pages 61 62 particular keyword subject or URL has been included on l G Access It Library Thu 27 Oct 2011 Data Entry Item RI those records l Fie item ISBNLog List Reading Lists Copies Help This may be because you had forgotten an important keyword or subject or Be ee because new keywords have become relevant or a new URL has been i Keywords Subjects identified and so on lac le Print Contents Labels In these cases rather than checking the relevant records individually you eae SS can globally append the Keyword Subject or URL you wish to a chosen group of records concurrently Firstly search and
98. y sought fields Title Subject Keyword Author Series and All Fields Fast Find is a words beginning with search so you can enter the full word or only part of a word or parts of several words truncations in any order and Access It will match these against data entered in the appropriate fields of the Catalogue record lio wit warl Advanced For example lio wit war will find an item with the title The Lion the witch and the wardrobe Searchable Fields i Saga Kepe a For convenience there is a default search N In this case when press ENTER Access It will Subjects automatically search in the Title Subject Keyuan Keyword and Series The default search fields Peo are configurable on m Searching other search fields require you to All Fields click on the associated button e g if want to search only Title only subject etc or PQ Search specifically for Author or Series Q Search w Other points to note about Fast Find It is flexible on punctuation For example One Boys War will find One Boy s War Using parts of words works for any of these fields For example if am searching for items by author Margaret Mahy can enter mar mah or mah marg select Author and press ENTER w Access It Application vs Access It webOPAC Omit Rows Ctrl M The discussion above describes Fast Find searching for users in the webOPA

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