Library System User Guide - RDS...

LB

RDS Advantage®

Library System

User’s Guide

Library Tutorial 2/19/2016

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Table of Contents

Overview of Library System© 4

Functions of the Library System©

4

Library Control 6

Library Control (pre 9.13.12 bar codes) 7

Library Control (User Defined fields) 7

Purge History 8

Item Maintenance 9

Item Maintenance (Copy Detail) 12

Class/Dewey Maintenance 13

Media Maintenance 13

Subjects Maintenance 14

Check Out—Check In—Inquire—Pay Fine 15

Batch Check In 17

Current Report 18

History Reports 19

Inventory Reports/Labels 20

Class/Dewey Report 22

Library Cards 23

Demco Library Spine Labels #142168… 25

Misc Reports 26

Data Export 26

Library Patron Lookup 27

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Login to Library System

After you log into the RDS system with your username and password, the system screen is displayed.

Each of the main applications of RDS are displayed in a color-coordinated form by People Applications, Accounting, Special Systems, and

System Functions and Controls.

Click on the Library Records icon and you are taken to the applications of the Library system.

If you are familiar with the specific application you want, enter it in the program field, and you will move

directly to that applications. This is the GoTo feature. Click on the Lookup button to see a list.

GoTo

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Functions of the Library system

Choose Check Out/In to check items in or out of the Library.

Use Batch Check In to check in a number of items at the same time, regardless of who the borrowers are.

Choose Item Maintenance to enter and update information about Library Records.

Library Control is used to determine the way you want the Library system to work. You determine the maximum

number of items a person can check out; whether to use a confirm prompt; check in/check out by accession # or accession #/Copy #; user defined spine label.

Current Reports print lists of overdue, items checked out, and unpaid fines for overdue items.

History Reports print lists of the history (past records) of borrowers, accession numbers, and loan date.

Inventory Reports/Labels print item lists, book labels (with bar codes) and catalog cards.

Library Classification/Dewey Report to find titles by classification.

Additional reports and screen prints can be generated by the RDS Advantage ReportRight! report writer, then as-

signed to the Library Reports menu.

Choose Library Export to export library records information to foreign files for use in other systems, such as word

processors.

Library cards can be printed on plastic media using both side to include photos, barcodes, logo, personal infor-

mation.

Overview of RDS Advantage Library System

The RDS Advantage Library System provides automation for entering books, periodicals, maps, pamphlets, records,

films, etc. into a comprehensive library database.

It automates the printing of Title, Author and Subject file cards; printing of the Borrower pocket cards and pockets; print-

ing of Borrower lists, including overdue borrower postcards; printing of library lists by author, title and subject; and prints

bar coded labels to facilitate bar code scanning.

A bar code scanner may be used to scan check-out and check-in of items.

A Library Patron Lookup provides for patrons to search the library database.

Icons on the top toolbar of the desktop provide instant access to functions that are context-sensitive to the application in use. Hover the cursor

over an icon to see its description and equivalent Function Key.

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Definition of Terms:

Accession#: A sequential numeric number assigned when a book is added to the library.

Copy #: The duplication of a book title. Not really needed in the RDS Library System because each book has its own unique Accession Number. However, we will continue to provide this field. If user enters a duplicate title the copy num-ber will increment automatically. The user can change this field.

Class/Dewey (Classification Number): The Dewey decimal system number used to categorize all library items. If user types in a Class/Dewey that does not exist they will get the option to add it.

Special Shelf: A Control code defined by the user in CS101—Control Code Mainte-nance as LS Library Special Shelf. This is used for a special shelf—for example:

Juvenile books that are on a lower shelf

Reference books on a shelf of items that cannot be checked-out.

Magazines on shelves where they can lay flat.

ISBN: International Standard Book Number is a unique identifier barcode for books intended to be used commercially.

Library of Congress#: A unique numbering system used instead of the Dewey decimal system.

Call#...Spine Label: Prints on the Spine Label. A code which provides valuable information about the book and it tells us where the book is located in the library. The code includes the Special Shelf information, Class/Dewey, the first 3 letters of the Author#1‟s last name, and two user defined fields.

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LB199—Library Control

Library Control provides options to determine how certain features of the system function. Select Library Control from

the Library Maintenance menu.

Next Transaction Number: Established by the sys-

tem. No entry will normally need to be made. This

number tells the system the order in which transac-

tions take place, to use when printing reports of

transactions (check-outs, etc.). The transaction num-

ber can be manually changed to track transactions

on a daily, weekly, monthly, etc. basis if desired.

Last accession# used: Accession numbers are

sequential numbers automatically generated by the

system when entering library items. This program

displays the last accession number used.

Max Items Out Per Person: Enter the maximum number of items

that one person can have checked out. This control will not permit a

person to check out additional items beyond this number.

Always use confirm prompt: The confirm prompt asks you if you are

sure about an entry during check-in, check-out. Click on the check

box for the system to prompt you.

If using bar codes for check in and check out, DO NOT click on this

check box to use the confirm prompt.

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LB199—Library Control (continued)

Check In/Check Out: If you have Library Items with barcodes printed previous to V9.13.12—select the radio button:

"Accession#/Copy# (pre V9.13.12)". This will give you the option to scan the old barcode format at Check-In Check-Out

entry. You will still be able to scan any barcodes printed including and after this version, too.

New Version bar-coded label: Old (Pre V9.13.12) bar-coded label:

User Defined Spine Label Line 4: and User Defined Spine Label Line 5:

Enter the text you want to display on LB101 screen:

When you go into LB101 you will see the text you entered:

When you print the spine labels for your items the entry in LB101 will show up like this:

From LB103 Screen

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(From LB199) LB199P—Purge Library History Records

This application provides the ability to delete library history records that are no longer needed.

While in the Library Control window, LB199, click on the 'X History' icon (Shift F1 function key) on the tool bar at the top

of the window.

-or-

Select the “History Purge” from the Library Maint Menu.

This only deletes any history of Check In/Check Out, Fines, Borrower—NOT the item.

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LB103—Library Item Maintenance

Library Item Maintenance is the application to add, change, and delete library items.

Accession#: Automatically generated sequential number by which the computer stores the record. In Change or Inquire

mode the system will display whether or not the item is checked out, and if so, the name of the borrower.

Title: Enter up to two Titles for the item. You may click on the Lookup button to see a list of titles already entered. The

titles will be alphabetized based on the first letters entered. If you enter a title that already exists the program will change

the Copy #: to the next available copy number for that title—you can change this.

Special Shelf: User Defined in CS101-Control Codes Maintenance as LS-Library Special Shelf. Click on the down ar-

row at the end of the field to see a list of possible shelf selections.

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Media: Click on the Lookup button to select the type of Media. Types of Media main-

tained in LB105—Media Maintenance.

Call#...Spine Label: This field will be filled in from the other fields entered on the item. There are two user defined

fields you can use for additional information. Use LB199—Library Control To change the prompts on these fields.

See also Call Number listed in Help.

Subjects: Enter up to six Subjects for the item. Click on the Lookup buttons to see sub-

jects previously entered. If you type in a subject that has not been used the program will

ask you if you want to add it.

LB103—Library Item Maintenance (continued)

Class/Dewey: Choose the Dewey Decimal classification for the item. Click on the Lookup button to see a list of Dewey

Decimal classifications and select the appropriate one.

You can type in a new Class/Dewey string and the program will

ask you if you want to add it.

You can later go into LB104—Library Class/Dewey Mainte-

nance and add the description.

The Dewey Decimal system for libraries uses a three digit number for the main category (000 to 999), followed by a deci-

mal and additional number for the specific category being referenced.

Example 268.51 stands for the main category of Religion, sub-heading of Christian Education, worship programs for chil-

dren.

See Dewey Decimal classifications listed in Help.

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Toolbar Icons

The following icons on the top toobar are used for special functions:

<F3> Item History—See history of Item on screen.

<Shift><F2> Copy detail from another Item. List of Items will pop-up, select Item to copy from.

If you answer Yes the screen will fill in with the new information. You will see this warning because nothing will be saved

until you click OK.

Use this to quickly enter another copy of an item… Be sure and change the “Date Acquired” before clicking OK.

Age Level: User Defined in CS101-Control Codes Maintenance as LA-Library Age

Level. Click on the down arrow at the end of the field to see a list of possible age level

selections.

Series: Enter the first item in your series and enter 1 for the Vol:. For the next item in

the series click on the lookup, select the series from the list and enter 2 for the Vol.

Ref Only: Click on this box if you do not want to allow this item to be checked out.

Other fields: The other fields in Library Item Maintenance are self explanatory. Some have the … lookups you can use

to select a previously entered selection instead of having to type it in again. For example if you want ABBEVILLE

PRESS type in AB, click on the lookup, select an item with “ABBEVILLE PRESS” as the publisher and your field will be

filled in automatically.

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Note: The above screen has been modified to display all entries for LB103.

Click in a field with a lookup button, type in the beginning letters of what you are looking for, and click on the “Copy De-

tail” icon. It will bring up a list of items you can choose from ordered by the field you clicked on.

“Copy Detail” example


For example: If you click in the Author #1, type in MAC, click on the

“Copy Detail” icon, you will get a lookup to select as shown below.

Select an item to copy and the screen information will be replaced

with the information from this item. Change the “Date Acquired” and

if this is another volume of the same series enter the volume num-

ber.

Click OK to save changes.

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LB104—Library Class/Dewey Maintenance

To Add, Change, Delete or Inquire a Library Classification

LB105—Library Media Maintenance

Library items can be defined by different Media Types

(books, periodical, tapes, CD's, filmstrips, etc.).

You cannot delete a Media that an item uses.

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LB106—Library Subjects Maintenance

The purpose of this program is to help avoid duplicate library Subjects because of misspelling or the use of similar words

for the same meaning.

When subjects are entered into the

Library Item Maintenance program,

LB103, the system checks to see if

that subject is already used previous-

ly. If not, it prompts to ask if you want

the subject listed in the Subject

Maintenance data. Respond 'Yes'

and it places the subject in the Sub-

jects Maintenance list.

You cannot delete a subject that is used on a

library item.

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LB101—Library Check Out - Check In - Inquire - Pay Fine

There are two methods used to check out and check in Library items:

1. Manual entry of People and Items .

2. Bar code People (Library Cards or Key Tags) and/or Bar coded Items, using a scanner.

Identify the person by entering a partial name (Last, First), click on the … lookup button—scan their bar code, or enter

their Ind ID.

If you have some bar codes printed from RDS on a version before 9.13.12 you can click in this field (Pre v9.13.12 Label

Accession) and scan the older bar code format. (see LB199 for more information).

New Version bar-coded label: Old (Pre V9.13.12) bar-coded label:

As items are checked out the list of checked out library items is displayed. If checking items in, the system displays a list

of checked in items.

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Pay Fine

If choosing the 'Pay Fine' option, after the library patron is identified, the system displays the Status, Accession Number,

Title, Copy Number, Media, Date Out, Date Due, and the Amount Due Today.

Checking In or Out with unpaid fines...

After the person is identified—you may get a

message like this:

Answer Yes to continue checking out items to this person. When fin-

ished checking items out for this person—hit <ESC> or Exit.

You will have an opportunity to enter mark their fine as PAID/Dismissed.

Toolbar Icons

<F2> Override Due Date -

When in Check Out mode, click on the 'Override Due Date' icon (F2 Function key) to override (change) due dates for

one or more items that have been checked out. Select 'Next 1 only' or 'All the rest' for the items whose due dates are to

be changed. Enter the new due date.

<F3> Borrower History - see the borrowing history of the individual

<Page Up> Prior Page - move to the prior page of records

<Page Down> Next Page - move to the next page of records

Photo - see a photograph of the borrower

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LB102—Library Batch Check In

To check in batches of items at the same time, select Batch Check In from the Library Maintenance menu.

Select Change mode.

Toolbar Icons

<F3> Outs by Item—see a list of items checked out.

<F4> Outs by Individ.—see a list of items checked out by individual.

<Shift><F1> Outs by Dates—see a list of items checked out by Due Date.

If you enter an Item that is NOT checked out your will get this message:

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LB301R—Library Current Report

Select Current Reports from the Library Reports menu to print reports about items checked out, overdue, and for fines

unpaid.

Select the type of report: Items that are checked out, past due items, or fines for items that are checked out and are

past due.

Select the print order: Chronological order of loan date; by item order sub-sorted by loan date; or by alphabetical order

of Borrower or Accession # sub-sorted by loan date.

Click on the check box to print the parent's name, if the borrower is a child.

Click 'Print' button to choose a printer. Click on the 'File' button to print to a text file.

Click on the „Export‟ button to save as a database file.

____________________________________________________________________________________________________________

LB301R First Church Page: 105-MAY-08 14:20:21

Library Out Report

____________________________________________________________________________________________________________

Loan Date Due Date Late Accession# Title Copy Individual Name Phone

____________________________________________________________________________________________________________

________________________

5/05/2008 5/19/2008 0 44 GIANT TREASURY OF PETER RABBIT 1 57 A2 Marilyn Marusa (405)340-1234

5/05/2008 5/19/2008 0 73 SMALL WOLF 1 57 A2 Marilyn Marusa (405)340-1234

5/05/2008 5/19/2008 0 60 WITH SAILS TO THE WIND 1 57 A1 James Marusa (405)340-1234

5/05/2008 5/19/2008 0 147 FRANKLIN'S HALLOWEEN 1 11 02 Beth Aunts (405)999-8888

Parent(s): Tommy & Susan Aunts

5/05/2008 5/19/2008 0 554 AIRPLANES AND FLYING MACHINES 1 11 02 Beth Aunts (405)999-8888

Parent(s): Tommy & Susan Aunts

Sort Order: Loan Date/Trn# Rpt Period: 0/0/0 through 12/31/9999

Individual: 10 through 9999999 zz Items: all through 999999999999999 9999

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LB302—Library History Reports

Select History Reports from the Library Report menu to print reports about borrower, item and general history infor-

mation.

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LB303BC—Library Item Reports/Labels

To print item lists, book labels, bar coded book labels, and catalog cards, select Item Report/Labels from the Library

Report menu.

BATES,SUSAN

PICTURE TOUR OF THE SMITHSONIAN

069 American Legacy Press 1987 0 pg.

BAT ISBN:000-0-00-000000-0 LC:

01 SMITHSONIAN INSTITUTION

Acquired: 3/04/2001


BATES,SUSAN


BAT ISBN:000-0-00-000000-0 LC:


Acquired: 3/04/2001

1 BATES,SUSAN



BAT ISBN:000-0-00-000000-0 LC:


Acquired: 3/04/2001

1

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LB303BC—Library Item Reports/Labels (continued)

Above, left to right, are the results of the selection of each of the following Catalog

Cards using the LB303BC Report from the Library Report menu.

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LB304—Library Class/Dewey Report

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LB305—Library Cards

After printing the card test the bar code scanning by clicking

on the “Test Card”

When you scan the bar code on the card, make sure the right

person displays.

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LB305—Library Cards (continued)

You can print to an RDS form or design your own form in “Printer Maintenance”.

This page was printed using Form 5383 Avery Name Badge.

You could print this to plain paper and get it laminate it.

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Demco Library Spine Labels #142168

RDS formats printing for Style C .

Plain white labels are #WS14216850 (see below).

Select Form 12, 142168 Demco Book Spine Label from the RDS print forms and use the following style to print your la-

bels.

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Misc Reports

User-defined reports can be generated for the Library system using the RDS

Advantage ReportRight report writer. These reports can be „assigned‟ to the

Library Print menu, where they can be selected from the “Misc Report” and/or

“Data Export”.

Select the report you want. If the reports includes selection options, select the options

you want.

The system will prompt for your printer selection.

If printing to a file the system will prompt for the path (disk and directory) and the name

of the file (i.e., C:\WRK\Library.txt).

Data Export

Library data can be exported out of the data files in a number of different file formats, such as ASCII, comma separat-

ed values (CSV) and Microsoft Database (MDB). These files can be used to export data to other applications.

In the window above click on the Output Type Lookup button to see a list of file formats.

Enter the disk, directory and file name for the location of the file, or click on the Lookup button

to select a directory.

At left is the window which prompts for a directory and file name for a

report printed to a file.

When choosing to export data, after the report has been selected from

the list (as above), the system prompts for the file output type (see be-

low).

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Library Patron Lookup:

Click on the Library Patron Lookup icon in your Start—All Programs to access this application.

When the Library Patron Lookup is in use, there is no access from this window to other RDS Advantage applica-

tions, and no access to any other Windows applications. The system purposely limits access to just the Library

Patron Lookup, as people will be using this who have no security access to the computer, the network, or to RDS

Advantage.

When using Library Patron Lookup, call RDS Advantage Support for information about how to close the Library

Patron Lookup application. For security purposes this information is not included in Help.

You can install a kiosk in the library to use with the Library Patron Lookup. See http://www.rdsadvantage.com/

newsletters/KioskPlans.pdf for plans to build a kiosk.

If a screen saver is displayed, press any key to exit the screen saver.

If using a touch-screen monitor, use either the mouse pointer or touch the option you want with your finger.

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Search Window:

On the search window (shown below), type the words, phrases, title, author, subject, accession number, or key word(s)

you want to find, then click on the appropriate button on the bottom of the window -- Authors, Titles, Subject, Shelf Num-

ber, or Keyword.

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Click on the item wanted with the cursor and click on the 'Show' button displayed at the bottom of the window. 'Show'

will display the details of the item selected. 'Next' will display the next page of items. 'Previous' will display the previous

page, if any. 'Exit' will return you to the previous window.

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