Library Serials Module V. 2.5 User Manual: A Guide for VA Information Systems, Study notes of History

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LIBRARY SERIALS MODULE

USER MANUAL

Version 2.

January 1996

Department of Veterans Affairs Health Systems Design & Development (HSD&D)

Preface ii Library Serials Module V. 2.5 User Manual January 1996

January 1996 Library Serials Module V. 2.5 User Manual iii

January 1996 Library Serials Module V. 2.5 User Manual 1

Introduction

VA libraries spend a large portion of their materials budgets on serials such as medical journals. Each library has more than 100 active subscriptions and retrospective holdings for over 1000 titles are not unusual. The efficient management of these collections in terms of time and money is very important. The Serials Module provides automation of the data needed to manage these collections, exact bibliographic identification of the item; data on costs, vendors, numbers of copies; the ability to assign routings to titles and generate the routing slips automatically; a two-key check-in process to speed up the daily workload; and numerous reports for claims, holdings lists, and statistics. Journal and magazine titles tend to change name and frequency very often. A major problem with V. 1.2 was the inability to keep current the database forming the bibliographic record of the serials titles at the local site. For sharing purposes, it is also important that all libraries use the same form of a serials title. The significant effort in V. 2.5 has been to devise a method to keep the bibliographic database at the local site always up-to-date. This has been accomplished by linking a similar, constantly edited file on FORUM to the local site modules via network mail. When a change is made in a title record at the FORUM level, it can be downloaded to the local level, where it will overwrite the old bibliographic record without altering any of the specific local data such as holdings or check-in information. Downloaded records will also carry predication patterns as they are added or modified. Prediction patterns significantly speed up the daily check-in process. These major changes in functionality are concentrated in Section E - LTS - Library Title Setup. This chapter should be studied carefully. Other changes in functionality are found in the following sections. Section P - HSF - Hospital Service file where the ability to edit this file has been removed. Section S - CHE - Check-In with information about the predicting ability and the effect of the initialization process on titles.

Introduction 2 Library Serials Module V. 2.5 User Manual January 1996 This User Manual for V. 2.5 is far more extensive than its predecessor. Every effort has been made to include all the supplemental frames and tips from the earlier version as well as answers to frequently asked questions and segments from the IADATS training sessions and tapes. The main part of this User Manual is organized in sections that parallel the option structure in the Serials Module itself. Each option is a separate section.

Package Management

4 Library Serials Module V. 2.5 User Manual January 1996 Functional Components

Package Management January 1996 Library Serials Module V. 2.5 User Manual 5 File Information The National Librarians in Togus, ME provide the entries made in the five main Library files: file #680.1 Publisher; file #680.2 Frequency; file #680.5 Title Authority; file #680.8 Indexing Sources; and file # 680.9 Prediction Pattern. The files that are maintained by the VA Medical Centers are file # 680 Local Serials; file #681 Library Disposition, and file #682 Library Issue. Other files maintained by the VA Medical Centers are file #680.3 Subject, file #680.4 Name, and file #680. Library Site Parameters. A temporary file, file #682.1 Library Transactions, will fluctuate the most, depending on the amount of download requests and local serial title entries. Recommended Equipment This is the basic equipment needed for a library station. Other equipment may also be needed depending upon the size and number of the library department. 1 CRT for the Chief Librarian 1 CRT for Patron Access 1 CRT for the Serial Technician 1 Dot Matrix Printer (for printing routing slips, reports, etc.) Default Printers There is one default printer location associated with the Library package. This printer will be associated with a device number on your system. You may be able to use the same printer for multiple types of outputs (e.g., routing slips and reports).

Package Management January 1996 Library Serials Module V. 2.5 User Manual 7 OSR Other Serial Reports DFR Titles Due for Renewal GAP Local Gaps List ORR Outstanding Routed to Return Issues REC List of Recipients TUL Titles by Union Lists FYI For-your-information Titles ATR Administrative Titles with Recipients MSR Library Monthly Statistical Report LSP Library Site Parameters MCF Medical Center Files HSF Hospital Service File

Package Management 8 Library Serials Module V. 2.5 User Manual January 1996 Menu Diagram for SER MAIN MENU GLP General Serials Control Information CHE Check-in RET Return from Routing HIS History of Check-in RRS Reprint Routing Slips STR Serial Titles Reports MIL Missing Issue Lists AST All Serial Titles LOC Local Titles by Location VEN Local Titles by Vendor MFT Local Microfilm Titles MED Local Medical Titles PAT Local Patient Titles ADM Local Administrative Titles DON Local Donor Titles NLT New Local Titles MSC Medical Subscriptions with Cost PSC Local Patient Subscriptions OSR Other Serial Reports DFR Titles Due for Renewal GAP Local Gaps List ORR Outstanding Routed to Return Issues REC List of Recipients TUL Titles by Union Lists FYI For-your-information Titles ATR Administrative Titles with Recipients MSR Library Monthly Statistical Report Menu Diagram for PATRON OPTIONS PLR Patron Requests for the Local Library RFP Reports for Patrons PLH History of Check-in JTA Journal Title Availability Inquiry SLJ Subject List of Journals Available

Section A - GLP - General Library Package Information

10 Library Serials Module V. 2.5 User Manual January 1996

• If you are in a sequence of frames, you may exit from them in two ways: by "backing out" using the RETURN as many times as necessary (which may be tedious or confusing if the sequence is lengthy) or by using the ^Q command to quit.
• Frames which present examples of actual screens use < > to surround the characters the user inputs. For example, means that the return key is pressed. Expert Panel Members Library Expert Panel (EP) members are available to provide help. Please do not hesitate to call an EP member for assistance with any part of this Module. They are also very eager to receive suggestions, comments, criticisms, and questions about it at any time. EP members are: Nancy Clark, Dallas Maureen Farmer, Milwaukee Melda Page, Togus Barbara Schultz, Perry Point Carol Sistrunk, Jackson Kerry Skidmore, Cheyenne Serials Module Abbreviations Listed below, in alphabetical order, are the 3-letter abbreviations for options used in the Serials Module. You will need to become familiar with most of these three-letter abbreviations because you will use them to move quickly through the Module. ADM Local Administrative Titles (report) AST All Serials Titles (report) ATR Administrative Titles with Recipients (report) CHE Check-In CSE Copy Specific Edit DFR Title Due for Renewal (report) DON Local Donor Title (report) FYI For-Your-Information Titles (report) GAP Local Gaps List (report) GLP General Library Package Information HIS History of Check-in HOL Holdings Setup

Section R - SCI - General Serials Control Information

January 1996 Library Serials Module V. 2.5 User Manual 11 HSF Hospital Service File IPL Item Placement Location Entries LOC Local Titles by Location (report) LSF Library Supporting Files LSM Serials Management LSP Library Site Parameters LTS Library Title Setup MCF Medical Center Files MED Local Medical Titles (report) MFT Local Microfilm Titles (report) MIL Missing Issues List (report) MSC Medical Subscriptions with Cost (report) MSR Library Monthly Statistical Report NLT New Local Titles (report) NME Name Entries ORR Outstanding Routed to Return Titles (report) OSR Other Serials Reports PAT Local Patient Titles (report) PIE Purchasing Information Edit PSC Local Patient Subscriptions (report) PUR Purge Journal Date/s from a Title REC List of Recipients (report) RRS Reprint Routing Slips RST Remove Serial Title from Database SCI General Serials Control Information SER Serials Control SET Serial Title STR Serials Titles Reports SUB Subject Setup TAF Title Authority File TUL Titles by Union Lists (report) VEN Local Titles by Vendor (report)

Section A - GLP - General Library Package Information January 1996 Library Serials Module V. 2.5 User Manual 13

EDITING

In FileMan terminology, EDITING means changing or altering data already entered. It does not mean deleting data altogether, leaving the field empty. There are some places where data may be either EDITED or DELETED. There are other places where data may be EDITED only, not DELETED. The system will tell you which actions are appropriate. DELETE MARK - @ The @ DELETE MARK will delete a line of data previously entered. As a safeguard the system will always ask if you really want to delete the data. There are certain places in the Module where the system will not allow the use of the @. This is because the field at that point is tied to other parts of the Module and deletion there would cause errors in the system. However, editing can be done at these spots. QUEUING QUEUING is a method of ordering a delayed printout from your printer. To do this, at the "DEVICE" prompt, enter the letter Q to pull up QUEUE TO PRINT ON. The system will prompt for "DEVICE" again. This time input your printer device number or name. It will also prompt for the "RIGHT MARGIN"; input as usual. The next prompt is "REQUEST TIME TO PRINT"; input a time or date/time which will print the report at a low-use period. Use the? at this prompt to see various methods of inputting times. Printing long lists can make the local system slow down considerably. For this reason, many local site managers prefer to have reports which are not urgently needed queued to print out during off hours. An additional asset of queuing is that your terminal will be "free" to allow you to continue working. DEFAULT MARKS - // FileMan uses the // marks to indicate that anything immediately to the left of those marks is the DEFAULT choice. At that point, if the data is satisfactory, it can be accepted with just a . If the data is not correct, simply enter replacement data to the right of the double slashes //, then the , and the new data will be substituted for the old.

Section A - GLP - General Library Package Information 14 Library Serials Module V. 2.5 User Manual January 1996

REPLACE/WITH

The "REPLACE...WITH" function is used in FileMan to allow the correction or substitution of data in entries which are longer than 20 characters. If the field can be edited and is over 20 characters long, it presents as: NAME: BUILDING MANAGEMENT SERVICE Replace The system allows fragmented replacement so that editing would appear as follows: NAME: BUILDING MANAGEMENT SERVICE Replace BUILDING With ENVIRONMENTAL Replace The system will then redisplay: ENVIRONMENTAL MANAGEMENT SERVICE ID NUM In the Serials Module, and especially in the Serials Control (SER) options (Section Q), ID NUM is used to identify and sequentially or chronologically number items in a list. This is always used for all the issue dates listed under a specific title and appears in the left-hand column. It is also used in Copy Specific Edit (CSE) option (Section F) to identify and list the copies designated for any one title. When ID NUM is used in a display, the "Choose ID NUM" prompt means that the number assigned to the item is to be used to pull up that line item for further action. HALTING The fastest way to completely exit the computer system and close down your terminal is to back up to the nearest "Select XXXX Option" prompt and enter HAL for the word HALT. For example, Select Serials Control Option: HAL