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ALEPH Version 16.2

ALEPH Version 16.2. An overview of the cataloguing module. Introduction. Accessing the Cataloguing Module Searching and selecting bibliographic records Editing bibliographic records Creating holdings records Creating and editing item records. Accessing the Cataloguing Module.

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ALEPH Version 16.2

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  1. ALEPH Version 16.2 An overview of the cataloguing module

  2. Introduction • Accessing the CataloguingModule • Searching and selecting bibliographic records • Editing bibliographic records • Creating holdings records • Creating and editing item records

  3. Accessing the Cataloguing Module • Click on the Novell Cataloguing icon . • Sign in the same way as before. • The Cataloguing Module opens, and you are automatically connected to the MGU01 Library

  4. In the Cataloguing Module, there are three main tabs. The Records Tab is used for creating and editing bibliographic, holdings and authority records. The Items Tab is used for creating and editing item records. The Search Tab  is used to search for bibliographic and authority records. 

  5. The Operations Bar at the bottom of the screen contains icons that you can use to open another module such as Acquisitions or Circulation. The orange Xcloses Aleph completely, all modules at once, without warning you about unsaved changes to records.

  6. Retrieving by System Number • Enter the system number into the Record Bar near the top of the screen • To put the cursor in the Record Bar, click on it or type <Ctrl>+5 • The system opens the Records Tab.

  7. The bibliographic record appears in the Upper Pane. The fourth tab, 4. HOL Records, appears in the Lower Pane. To see the record in the Search Tab, click on the View in Search icon   on the right side of the Record Bar

  8. Retrieving by Barcode Number • Enter the barcode number in the Item Bar just beneath the Record Bar • To put the cursor in the Item Bar, click on it or type <Ctrl>+6 • The system opens the Items Tab • The Items List appears in the Upper Pane. The item containing the barcode is highlighted on the list

  9. The red tick displaying under the Notes column warns of a note listed under the third tab, 3. General Information The asterisk beside the 41 under # Loans shows that the item is out on loan

  10. Searching and Pushing Bibliographic Records • Select the Search Tab • You can now push a record directly into the Records Tab for record editing • You can also move it into Overview Mode where you can see a bibliographic record and its linked records and push it into other modules.

  11. Retrieving a Set of RecordsUsing the Search Tab • Click on the Browse Node from the Navigation Pane • Select the Base you want to search (the default is MGU01, McGill Bibliographic File). • Select the Headings List. Type your starting text. • Press the <Enter> key or the GoButton. The BrowseList appears below your search. • To see the record results, highlight the headings you want to look at and click on the ShowButton.

  12. Using Full Screen Mode • To see more of the Brief List, you can put the Upper Pane into Full ScreenMode • Make sure that the Upper Pane is active (there should be a red highlight around the pane). • Click on the Full Screen icon and cycle through the three views available.

  13. Pushing Records into the Records Tab from the Brief List • You can push one or several titles into the Records Tab by highlighting the titles in the Brief List and clicking on the Catalogue Button. • You are no longer limited to pushing a maximum of 20 records at one time.

  14. Pushing a Single Record into the Records Tab • Highlight the record on the Brief List and click on the Catalogue Button. This pushes the record into the Records Tab. • The system number appears highlighted in gray under the Edit Root in the Navigation Pane, and the bibliographic record displays in the Upper Pane. In the Record Bar, you see the record format, system number, author, and title information for the record.

  15. Pushing a Range of Records into the Records Tab • You can select a range of records, such as records 1-4, by highlighting record number 1, holding down the <Shift> key, and scrolling down to number 4. Records 1-4 are now highlighted. • Click on the Catalogue Button to push these records into the Records Tab

  16. Pushing a Selection of Records into the Records Tab • You can select a group of records, such as records 1, 3, 5, 7, by highlighting record number 1, holding down the <Ctrl> key, and selecting the remaining records. • Click on the Catalogue Button to push these records into the Records Tab.

  17. Pushing a Record from the Full+Link Display • A record highlighted on the Brief List displays in the Full+Link view on the Lower Pane • To push a record into the Records Tab, click on the Cataloguing Button from the Lower Pane or press the <Alt>+A keys.

  18. Pushing Records from the Sorted Index • When you search using the Browse Search, you can look at the subarranged or ordered index, known as the Sorted Index. • From the Browse List, click on the Sorted Index Button. The Show Node opens, and the Upper Pane opens to the third tab, 3. Sorted Index

  19. Checking the Order Record • Start by calling up a bibliographic record. The record displays in the Upper Pane of the Records Tab. • Before cataloguing a title, we must check the order record.

  20. To see the order record, click on the View in Search icon on the Record Bar and then click on the Overview radio button in the Navigation Pane. The Navigation Pane changes to display a hierarchical tree of the records related to our title, with details for each of the records Clicking on the Order Number brings up the Order Info Tab in the Bibliographic Record Pane. From here, we can see the Order Status

  21. Click on the Functional radio button to return to the search view. You can see the Type of Material field in the Brief List in the Upper Pane and in the Full+Link view in the Lower Pane.

  22. Editing Fixed Fields in the Bibliographic Record • Edit the Leader (LDR), 006, 007, and 008 fields by opening a labeled form. The forms have changed; however, the information is the same. • To open a form, highlight the field you want to edit, then choose Open Form from the Edit drop down menu or hit the <Ctrl>+F key.

  23. Editing Variable Fields in the Bibliographic Record • Editing existing text in all other fields resembles editing text in word processing • To delete text, either use the Delete key until the text is gone or highlight a string of text and press the spacebar or the Delete key

  24. Adding More Than One Space to a Bibliographic Record • Using the spacebar in a string of text inserts only one space. To add more than one space, you must use <Shift>+6, which inserts the caret sign (^).

  25. Changing Existing Tags, Indicators, or Subfield Codes • To change a tag, indicator, or subfield code, type the new text over it • To erase an indicator, use the spacebar • If you mistakenly change something, use the Undo function in the Edit drop down menu (or press the <Ctrl>+Z keys)

  26. Adding Fields • From the Edit drop down menu, choose New Field (User-defined) or hit the F6 function key. Aleph creates a blank field for you to fill in • Add the field and hit <Enter>

  27. Adding Subfields • Place the cursor on the field. From the Edit drop down menu, choose New Subfield or hit the F7 function key. Note that Aleph adds all new subfields as subfield “a” OR • Position the cursor where you want the subfield to appear. Type $$ and the text string. Do not enter any spaces between the $$ and the subfield code. If you add spaces, Aleph interprets the $$ as text, rather than the delimiter sign

  28. Additional Editing Tips • If you have the cursor anywhere on the record, right-clicking brings up the Edit menu • Hitting <Enter> at any time rearranges or sorts the fields and subfields, and deletes any empty fields.

  29. Adding Diacritics and Special Characters There are four ways to add diacritics and special characters in Aleph: • Use the Aleph-supplied keyboard • Input the character’s Unicode Value • Convert your keyboard to the Canadian French keyboard layout • Use Macro Express for ALA Diacritics see the LTS Staff Web Site at http://www.mcgill.ca/libraries-techserv-staff/cat/diacritics/

  30. Adding Diacritics Using the Aleph Keyboard • Click on the Activate Keyboard icon or press the <Ctrl>+K keys. The keyboard appears in the Lower Pane. • Position your cursor where you want to input the diacritic or special character in your bibliographic record and click on the character that you want to input from the Aleph Keyboard • To close the Aleph Keyboard, click on the Activate Keyboard icon again

  31. Checking Authorities • Position the cursor on the field you wish to check (ex. 100 field) and press F3 • You see a browse list which consists of both bibliographic headings and matching authority headings. The closest match is highlighted and appears second on the results list. • In our example the heading matched is a cross reference; it has a + in the Ref. Column and 4XX tag information in the Auth. info. Column.

  32. To add the correct form of the name, click on the Expand Button to view the authority record • You can type in the correct form or you can Jump to the established 1XX form and then click on OK to add the name

  33. Checking Call Numbers (Shelflisting) • The best way to shelflist a call number is to position the cursor on the 050 field and press the F3 key • You can also search the call number index (see documentation)

  34. Saving Records • Aleph provides you with a visual clue on the Edit Root that you have not yet saved a record to the server. An asterisk appears next to any bibliographic, holdings or authority record that has been edited and not saved

  35. Saving Records • Click on the Save on Server and Local Drive icon, or type <Ctrl>+L • When a record is saved, any empty fields or subfields are deleted, and fields are ordered • A prompt appears; choose Continue. A DocValidationError Message may open • Errors marked with a greenquestion mark can be overridden by clicking on the OverrideButton that appears when this is the only type of error. However, you should never need to override an error while cataloguing a monograph • Errors marked with a red exclamation mark must be corrected before the record can be saved to the server

  36. Saving Records after Another User • You may see this DocValidationError Message • If so, click on Cancel. The Doc Validation Error appears in the Lower Pane • Highlight the message and click on the View Related Button

  37. Next, a new message appears • Click on Yes, and the record is reloaded with the changes added by the other user

  38. MUSE Display of Records: View in Browser To see a Web OPAC view of the record: • From the Cataloguing drop down menu, select View in Web OPAC (or, if the Upper Pane is active, press the <Ctrl>+O keys). Please note that it takes a few seconds for the display to come up in the third tab

  39. You can also put the Browser Tab in FullScreen Mode by making the LowerPane active and clicking on the Full Screen Mode icon.

  40. Completing the Holdings Record (Includes Split Editor Mode) • Copy the call number from the bibliographic record and click on the fourth tab, 4. HOL records • Click on the Create • Click on the Edit buttons • Paste the call number into the 852 field • Change the subfields from “a” and “b” to “h” and “i” • Save the record At this point, you may want to bring up the bibliographic record in Split Editor Mode

  41. Split Editor Mode • Click on the Split Editor Mode icon • This icon allows you to split the Upper Pane into two panes, letting you view two records at once • To turn off the Split Editor Mode, you must return to the original display of the Upper, Lower, and Navigation Panes by clicking two more times • Split Editor Mode is persistent. Aleph saves this setting after you close the module

  42. If there is a record in the Upper Pane, then choosing Split Editor Mode moves that record into the left-hand side of the split screen. This pane is active (there is a red outline around the pane). The right-hand side is grayed out. If you select another record under the Edit Root in the Navigation Pane, that record replaces the record that is active To view another record on the right-hand side of the split screen Highlight that pane first by clicking on it or using the <Ctrl><Tab> keys or <Ctrl>+<Shift>+2 keys Then click on the record you want to display on the right-hand side. Click on the bibliographic record (MGU01, BIB Version 16) to load it into view

  43. Completing the Item Records • If there are no items in the Record Manager Pane, double-click on the word ITEMS in the Record Manager Pane. • The Items Tab opens, and you can then create an item record • The existing item record was generated by the system when the monograph order was placed. It appears highlighted on the Items List, and the Lower Pane opens to the Item Record

  44. Functional and Overview radiobuttons are on the Items Tab Overview Mode displays bibliographic, holdings, items, subscriptions, orders, and loan information about the title You can push a title to another module The Upper Pane shows the item highlighted on the Items List. Click on the second tab, 2. General Information (1) in the Lower Pane

  45. Ensure that the Material Type field gives the correct physical format for the piece, and that the Item Processing Status is IP If you are working with a multi-volume monograph, add the appropriate volume number in the Enum. Level.1 (A)(Vol) field Add the volume number with its caption in the Description Field

  46. Printing • You can print a record that you have on your screen by placing your cursor anywhere in the record and choosing Print from the Cataloguing drop down menu, or by hitting the <Ctrl>+P keys

  47. Using the Keyboard to Navigate within Panes • There are several general function keys you can use to access buttons and functions within an active pane. Remember that the particular pane must be active for this to work: • Tabs: Use <Alt> + a tab number to move from tab to tab within a pane • Buttons: Use <Alt> + the underlined letter to access a button • Drop down menus: Use the F4 key to open up a drop down menu represented by a right arrow. The <Escape> key closes the menu • List Boxes: Use the space bar to open up a list box • Navigating through fields: You can tab through most fields, butTab + <Shift> does not work to navigate backwards. • Roots and nodes: Use <Ctrl> + <Alt> + letter in brackets to select a particular root or node on the Navigation Pane. If the Navigation Pane is active, you can also use the arrow keys on your keyboard to select a root or node • Main Menu: Use <Alt> + letter to open up menu bar options

  48. Aleph uses window panes to display various navigation and record information. In the Records Tab, you see up to five panes: Upper (which can be split into two panes using Split Editor Mode), Lower, Record Manager, and the Navigation Pane. You can highlight each window pane by clicking on it or using <Ctrl>+Tab to move forward. You can use <Ctrl>+<Alt>+<Tab> to move backwards. You can also use keyboard equivalents to target a specific window pane: <Ctrl> + 1 Navigation Pane<Ctrl> + 2             Upper Pane (left-hand side if using Split Editor Mode)<Ctrl> + <Shift> +2   Right-hand side of Upper Pane if using Split Editor Mode<Ctrl> + 3                  Lower Pane<Ctrl> + 4                  Record Manager Pane<Ctrl> + 5                Record Bar<Ctrl> + 6               Item Bar

  49. ContactsVersion 16.2 Implementation Group for Cataloguing Chair: Pat Riva Members: Jocelyne AndrewsLise HackettJoseph HafnerJoan HobbinsKaren JensenChris OliverRuth Sonksen Authorities Subgroup Members: Barbara Finlay Pat Riva The members of theImplementation Group would like to sincerely thank Patty Hatchof Harvard University Library’s Office for Information Systems for allowing us access to Harvard’s Aleph documentation.

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