Alexandria v6.22.6

328 Pages·2014·11.22 MB·English

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