BIBLIO Reference Manual

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1 BIBLIO Reference Manual Biblio v February 2018

2 Table of contents Table of contents 2 Introduction 4 Foreword: Video tutorials 4 Enter BIBLIO 5 BIBLIO Main Screen 6 Exit Menu 6 Catalogue Menu 7 Find / Lend 7 Find items 7 Lend an item 9 Renew and return a lent item 9 Print labels of found items 10 Find and list items 11 Print item cards 11 Copy data from one item card into a new one 12 Modify or edit the data of an item card 12 Add new items 13 Import data from the Internet in MARC format 13 Reports Menu 15 Last card / Number of cards 15 All Items in the Library 15 Users with items on loan 16 Library s diary 16 History of an item 17 History of loans 17 Most requested items 18 More active users 18 Print item cards 19 Users Menu 20 Add new users 20 Remove users 20 Edit users data 20 List / Find users 21 List / Print users Library cards 21 (C) José A. Graña BIBLIO Reference Manual Page: 2 of 35

3 History of a user 22 Edit users groups 23 Settings Menu 24 School Name 24 Edit Subjects 24 Loan Setup 25 Academic year length 25 Printing modes 25 DB Tools 26 Changing access passwords 26 Language Setup 27 Using BIBLIO on a LAN (Local Area Network) 28 Using DB installed on hard disk 28 Using DB installed on LAN 28 Using a DB downloaded from a web server 29 Tools Menu 30 Notebook 30 Delete old loans 30 Change screen resolution 31 Create / Restore backups 31 Upload a DB to a Web server 32 Help Menu 33 About Manuals 33 Online libraries 34 Visit homepages 34 Check for new versions of BIBLIO 34 Register BIBLIO 35 (C) José A. Graña BIBLIO Reference Manual Page: 3 of 35

Introduction Foreword: Video tutorials For any further information, the present manual as well as many other information will be available very soon to download or view by video tutorials that will

4 Introduction Foreword: Video tutorials For any further information, the present manual as well as many other information will be available very soon to download or view by video tutorials that will be created and will be available on BIBLIO website: Other links related to BIBLIO: * Official websites of BIBLIO Note: How to use a WebCam as a barcode reader All references to the use of webcam for reading barcode or image capture are based on webcams connected to the computer via the USB port. Biblio do not guarantee the operation with built-in laptop webcams. Special note for users of Biblio on Ubuntu To use your webcam as a barcode reader, open a terminal and type in the following command line:: If it doesn t work or you get an error message, try to change video1 for video0, in the command line above. And if you get an error again, it s possible that your USB webcam uses V4L1 (Video4Linux1). In that case, try the following command line (C) José A. Graña BIBLIO Reference Manual Page: 4 of 35

get more information and help about Biblio Type in the access password biblio the first time you enter BIBLIO Read the

5 Enter BIBLIO There are two different ways of entering BIBLIO: Clicking on the Desktop shortcut or following the path [Start] button >> [Programs] >> Biblio Click on the flag icon to select the desired language Click on [+] button to get more information and help about Biblio Type in the access password biblio the first time you enter BIBLIO Read the welcome screen that appears showing that it s a free program (C) José A. Graña BIBLIO Reference Manual Page: 5 of 35

[Esc] button in your keyboard, or selecting the option Exit in the Tools Menu Check out

6 BIBLIO Main Screen Exit Menu Exits and close program There are 3 different ways to quit Biblio: Clicking on the [X] button on the upper right corner of BIBLIO window, pressing [Esc] button in your keyboard, or selecting the option Exit in the Tools Menu Check out and proceed the confirmation screens (C) José A. Graña BIBLIO Reference Manual Page: 6 of 35

This is a new and a very powerful function in Biblio, but it doesn t work with a built-in webcam, as

7 Catalogue Menu Find / Lend Find items The webcam icon let us, if we wish, searching items using a webcam connected to the PC, via a USB cable. This is a new and a very powerful function in Biblio, but it doesn t work with a built-in webcam, as those on laptops. We will be able to read Index Numbers or ISBN barcode numbers, and search items in seconds. (C) José A. Graña BIBLIO Reference Manual Page: 7 of 35

8 This option lets us find one or more items that have been added previously Find an item by its Index No.: Type in its index number and click on [Find] button New search: Click on [New Search] button Find an item by its Subject(s): Select 1 or more subjects and click on [Find] button Find an item with different conditions. For example: Language = English, Medium = Book, Title = Lord Byron and Publisher = Penguin Move around the list of book found with the [<], [>] buttons. If item is on loan, we can click on [?] button to get information about the user who has borrowed it. Then, a window similar to the following, will appear on screen, with detailed information: (C) José A. Graña BIBLIO Reference Manual Page: 8 of 35

Lend an item Once you have found the item a users wants to borrow, click on [Lend] button Type in the LCN (Library Card Number) of user or assign a new LCN if

return a lent item Find the item on loan, by typing in its Index No.

9 Lend an item Once you have found the item a users wants to borrow, click on [Lend] button Type in the LCN (Library Card Number) of user or assign a new LCN if user is new Fill in data in the loan record card and click on [Lend] button When you quit this window, the item will be displayed as Item on loan Renew and return a lent item Find the item on loan, by typing in its Index No. and clicking on [Find] button Click on [Renew] button to renew the loan and assign a new return date for the item Click on [Return] button to return an item and let it ready for a new loan (C) José A. Graña BIBLIO Reference Manual Page: 9 of 35

Print labels of found items Find the desired items (Find/Lend

from 1 to 10 and then, click on [Find] button Click on [Print

following fields will be printed: Catalogue No., Index No.

10 Print labels of found items Find the desired items (Find/Lend Menu). For ex. Items with Registry No. from 1 to 10 and then, click on [Find] button Click on [Print Labels] and then click on [OK] button For each label, the following fields will be printed: Catalogue No., Index No. and the first characters of the TITLE. (C) José A. Graña BIBLIO Reference Manual Page: 10 of 35

Find and list items Find items using Catalogue Menu >> Find/Lend, for example: Books in English published by Oxford University Press and click on [Find] button Click on [List items] button and sort

11 Find and list items Find items using Catalogue Menu >> Find/Lend, for example: Books in English published by Oxford University Press and click on [Find] button Click on [List items] button and sort the list Click on [Save] button to save the list on a text file Click on [Print] button to print the list Print item cards Find the item card we want to print (Find/Lend Menu). For ex. Index No. = 8 and then, click on [Print card] button. The item card, currently displayed, will be printed. It will be printed in Text Mode, (Pic. 1) or in Graphic Mode, (Pic. 2) as it be configured in Settings Menu >> Printing modes. (C) José A. Graña BIBLIO Reference Manual Page: 11 of 35

12 Pic 1. Pic. 2 NOTE: To print a range o group of item cards (for ex.: all item cards of English Literature), use the option... Reports Menu >> Print cards... >> Print a range of cards Copy data from one item card into a new one Find the item card you want to copy (Catalogue Menu). For example: Index No. = 14 and click on [Find] button When item card number 14 is found, click on [Copy] button to create a new item card with the data of the previous one (only the Index No. will be changed) Modify or edit the data of an item card Find the item card you want to modify/edit (Catalogue Menu). For example: Index No. = 14 and click on [Find] button When item card number 14 is found, click on [Edit] button Modify/Edit the data that you wish to change in the item card and when done, click on [Save] button (C) José A. Graña BIBLIO Reference Manual Page: 12 of 35

The program does it automatically Description of the non compulsory fields Click on [Add] button to finish Import data from the Internet in MARC format This option allow us to import data from the

13 Add new items This option lets us add new items (books, CDs, magazines, etc.) in our Library. Type in the compulsory fields: Catalogue No., Subjects, Language, Medium, Title and Author Bear in mind, that Catalogue No. and Subject fields, are important. It is not necessary to type in an Index No. The program does it automatically Description of the non compulsory fields Click on [Add] button to finish Import data from the Internet in MARC format This option allow us to import data from the Internet, in MARC format, from other libraries or library management programs (MEIGA, REBECA, etc ). Many online libraries permit to download data files in MARC format. Click on Catalogue Menu >> Add data from the Internet Click on [OK] button (C) José A. Graña BIBLIO Reference Manual Page: 13 of 35

The following extensions are allowed: REB, TXT and RTF. Automatically, all found resources will be selected (in blue colour) in the specified MARC file.

14 Click on [Open MARC file] button to select the file which data we want to import and add to our DB. Files in MARC format, can be downloaded previously from some online libraries, for example, or exported from another library management program. MARC files are similar to ASCII files. The following extensions are allowed: REB, TXT and RTF. Automatically, all found resources will be selected (in blue colour) in the specified MARC file. If you want to change the selected entries, you can use [+] button (Select All), [-] button (Deselect all), Click or Ctrl+Click with you mouse over the gray column to select/deselect items individually. When you click on [Add data to DB], all selected entries from the list will be added to our DB. Now, you can view the new items, just imported to our DB, if you want to make any modification in their data. (C) José A. Graña BIBLIO Reference Manual Page: 14 of 35

Reports Menu Last card / Number of cards This option gives us information about what was the last item to be added in the Library, and the Number of Items in the Library.

15 Reports Menu Last card / Number of cards This option gives us information about what was the last item to be added in the Library, and the Number of Items in the Library. All Items in the Library With this option, you can get a report of all items in the Library, grouped and sorted by the selected criterion. Once the report is displayed on screen, this can be printed or exported to TXT or HTML format. (C) José A. Graña BIBLIO Reference Manual Page: 15 of 35

Users with items on loan Select the option Reports Menu >> Users with items on loan, if you want a full item list or just the items on loan by a specific group.

16 Users with items on loan Select the option Reports Menu >> Users with items on loan, if you want a full item list or just the items on loan by a specific group. Specify, if you want the titles of the items on loan, to be displayed in the list If you want, just the list of overdue item list, check this option Once the report is displayed on screen, this can be printed or exported to TXT or HTML format. Library s diary Create a report with the actions done in the Library between two specific dates. As a result, you will get the number of items added and on loan, during that period of time. Specify in the calendars the starting date and the ending one of the report and click on [OK] button. (C) José A. Graña BIBLIO Reference Manual Page: 16 of 35

lets us get a list with all the loans done in different academic

17 History of an item This option lets us get a list with the users that have borrowed a specific item History of loans This option lets us get a list with all the loans done in different academic years (C) José A. Graña BIBLIO Reference Manual Page: 17 of 35

option, you will get a detailed list with the more active users (those ones who

18 Most requested items With this option, you can get a detailed list with the most requested items (books, etc) by the users of the Library More active users With this option, you will get a detailed list with the more active users (those ones who request or borrow more items) (C) José A. Graña BIBLIO Reference Manual Page: 18 of 35

Print item cards This option allows us to print item cards, using the classic style, so you can put them inside the containers Authors, Titles and Subjects.

item cards, i.e. only about a subject If you want to print a range of item cards, specify how many cards you want to be printed for each item (Title, Author, Subject) If you want to print item cards

19 Print item cards This option allows us to print item cards, using the classic style, so you can put them inside the containers Authors, Titles and Subjects. Select the option Reports Menu >> Print cards, if you want to print item cards inside a range using Index numbers (For example: from item card 10 to item card 20) or if you want to print specific item cards, i.e. only about a subject If you want to print a range of item cards, specify how many cards you want to be printed for each item (Title, Author, Subject) If you want to print item cards by a specific Subject (or a combination of them), please specify the Subject of the item cards to be printed Use the option Table format list, to specify manually the item cards you want to print inside the selection previously done (in case you don t want to print all of them) Specify other options you want: Output format (portrait/landscape, sort criteria, printing or not the Notes in the cards, etc. (C) José A. Graña BIBLIO Reference Manual Page: 19 of 35

Users Menu Add new users To add new users in the Library,

Assign manually a LCN (Library Card Number) or else click on

the fields with the information of the new user Load the photo

button Remove users Delete the user from the Library users list.

20 Users Menu Add new users To add new users in the Library, proceed this way Select the option Users Menu >> Add new users Assign manually a LCN (Library Card Number) or else click on [New User] button to assign a new number automatically Fill in the fields with the information of the new user Load the photo of the new user (optional) in JPG format and click on [Save] button Remove users Delete the user from the Library users list. Edit users data (C) José A. Graña BIBLIO Reference Manual Page: 20 of 35

With this option you can edit users data Select the option Users Menu >> Edit users data Edit the fields you want with new

specific name or surname, users of a group or even users which LCNs (Library Card Numbers) range between 1 to 10, 20 to 30, etc

you get, you can also get, at the bottom, the items that each user has borrowed Click on [Print] button to print the list, or click

21 With this option you can edit users data Select the option Users Menu >> Edit users data Edit the fields you want with new information and click on [OK] button List / Find users With this option you can get a list of all users, or a list of users with a specific name or surname, users of a group or even users which LCNs (Library Card Numbers) range between 1 to 10, 20 to 30, etc Select the option Users Menu >> List / Find Users Specify the type of list you want to get (by name, by group, by LCN) In the list you get, you can also get, at the bottom, the items that each user has borrowed Click on [Print] button to print the list, or click on [Save] button to save the list on a text file. List / Print users Library cards (C) José A. Graña BIBLIO Reference Manual Page: 21 of 35

With this option you can print the Library cards of the selected users, of all users, of a specific group, of the users with a specific name, or the users with a specific range of LCNs (Libray Card

22 With this option you can print the Library cards of the selected users, of all users, of a specific group, of the users with a specific name, or the users with a specific range of LCNs (Libray Card Numbers). Select the option Users Menu >> List / Print users cards Specify the users group which library cards you want to print (all users, by name, by group, or by LCN) In the list you get, you can select all users clicking on [+] button, deselect all users clicking on [-] button, or select users, one by one, pressing [Ctrl] key and then left clicking with you mouse on the users you want To print the users library cards, click on [Print Cards] button. History of a user This option lets us get a list of all items borrowed by a user. Select the option Users Menu >> History of a user Type in the user s LCN (Library Card Number) which history you want to get Click on [Save] button to save the list on a text file or click on [Print] button to print the list (C) José A. Graña BIBLIO Reference Manual Page: 22 of 35

Edit users groups With this option, you can create new groups, delete users and users groups, and move users from one group to a different one Select the option Users Menu >> Edit users groups To

23 Edit users groups With this option, you can create new groups, delete users and users groups, and move users from one group to a different one Select the option Users Menu >> Edit users groups To create a new group: Click on [Create a New Group] button and label the new group To delete users: Select, in the Origin Group, the group of the user or users, to be deleted. To make a selection, click on the boxes, before the name(s) of user(s), using the [+] or [-] buttons. Then, click on [Delete Users] button. To change users to a new group: Select, in the Origin Group, the users you want to move to a new group, proceeding as mentioned before. Then, click on [Change to a new Group] button. (C) José A. Graña BIBLIO Reference Manual Page: 23 of 35

Settings Menu School Name With this option, you can specify the name of your Educational Centre or your Library. This name, will be printed, at the upper area of all your printed lists.

new item: Select the list, in which the item to be created is (Subjects, Languages or Media). Then, select [Add/Delete Item] option and type in, the name of the new item.

24 Settings Menu School Name With this option, you can specify the name of your Educational Centre or your Library. This name, will be printed, at the upper area of all your printed lists. Edit Subjects This option allows us to edit (add, delete, modify) the lists of Subjects, Languages, and Media, used to find or add an item Select the option Settings Menu >> Edit Subjects To add a new item: Select the list, in which the item to be created is (Subjects, Languages or Media). Then, select [Add/Delete Item] option and type in, the name of the new item. Finally, click on [Add] button To modify an item: Select the list, in which the item to be modified is (Subjects, Languages or Media). Select the item to edit. Select [Edit item]option. Type in, the name of the new item. Finally, click on [Edit] button To delete an item: Select the list, in which the item to be deleted is (Subjects, Languages or Media). Select the item you want to delete. Select [Add/Delete Item] option. Finally, click on [Delete] button (C) José A. Graña BIBLIO Reference Manual Page: 24 of 35

Loan Setup With this option, you can specify how many items from the Library, a user can borrow (student, teacher or department) and for how long Select

loan period for students, teachers and departments Academic year length With this option you can specify the starting and ending months for the academic

Click and slide the first indicator to define the starting month for the academic year Click and slide the second indicator to define the ending month for

25 Loan Setup With this option, you can specify how many items from the Library, a user can borrow (student, teacher or department) and for how long Select the option Settings Menu >> Loans Select the group which loans, you want to modify (students, teachers or departments) Specify the number of items and the loan period for students, teachers and departments Academic year length With this option you can specify the starting and ending months for the academic year. In Europe the academic year often lasts from September to June, but in Latin America the academic year lasts from February to November. Click and slide the first indicator to define the starting month for the academic year Click and slide the second indicator to define the ending month for the academic year Printing modes This option lets us define the printing mode for lists, loan cards, etc (C) José A. Graña BIBLIO Reference Manual Page: 25 of 35

Select the option Settings Menu >> Printing modes Choose an option: Text Mode or Graphic Mode DB Tools With this option you can

information about DB structure and organization Compact DB: With this option, you can reduce DB size, deleting unnecessary

Free hollows in DB: You get information about the free hollows in DB (Registry numbers not assigned to an specific item) Create

26 Select the option Settings Menu >> Printing modes Choose an option: Text Mode or Graphic Mode DB Tools With this option you can get technical information about BIBLIO Database configuration and you can edit the configuration DB Structure: You can get information about DB structure and organization Compact DB: With this option, you can reduce DB size, deleting unnecessary entries (not used) so you can access to information quicker. Free hollows in DB: You get information about the free hollows in DB (Registry numbers not assigned to an specific item) Create Unlocked DB: You can create an unlocked DB (without password) with the name biblio_d.mdb to create costumed reports. Changing access passwords (C) José A. Graña BIBLIO Reference Manual Page: 26 of 35

With this option, you can change access passwords for Librarian, Assistants and Students. Each access password, grants a different access level.

27 With this option, you can change access passwords for Librarian, Assistants and Students. Each access password, grants a different access level. Select the option Settings Menu >> Change access passwords Type in the new access passwords for Librarian, Assistants or Students (each one of them will have a different access level) Language Setup With this option, you can define the language of BIBLIO interface (messages, texts, menus, etc) Select Settings Menu >> Languages Specify the language of BIBLIO interface: Galician, Spanish or English (C) José A. Graña BIBLIO Reference Manual Page: 27 of 35

28 Using BIBLIO on a LAN (Local Area Network) Using DB installed on hard disk With this option, BIBLIO uses the database on the hard disk of the computer we are working. Background colour is grey Using DB installed on LAN (C) José A. Graña BIBLIO Reference Manual Page: 28 of 35

See the document Using BIBLIO on a LAN to set up computers properly to work on a LAN Background colour will be dark green Using a DB downloaded from a web server With this option, you can download a

29 With this option, BIBLIO will use the database installed on the hard disk of another computer on LAN (server). Background colour will be dark green Select on the hard disk of server, the location and name of the database. The folder on server should be shared for reading data. See the document Using BIBLIO on a LAN to set up computers properly to work on a LAN Background colour will be dark green Using a DB downloaded from a web server With this option, you can download a copy of Library DB stored on a Web Server. This way you can view, locally the data as if you were in the Library of your school or high school Type in the Internet address where DB file is stored. For example: Background colour will be dark blue (C) José A. Graña BIBLIO Reference Manual Page: 29 of 35

To quit, without saving, press [ESC] key Select the option Tools Menu >> Notebook Delete old loans With this option, you can delete from DB, the entries

30 Tools Menu Notebook This small text editor can be useful to type in notes, reminders, or useful information for Librarian. You can access this Notebook directly pressing [F10] key on your keyboard. When you ve finished, you can save or print the file. To quit, without saving, press [ESC] key Select the option Tools Menu >> Notebook Delete old loans With this option, you can delete from DB, the entries corresponding to loans done in previous academic years, that now are not necessary, reducing this way the size of DB Select the option Tools Menu >> Remove old loans (C) José A. Graña BIBLIO Reference Manual Page: 30 of 35

Change screen resolution With this option, you can change screen resolution, while you are working with BIBLIO, changing to default one, when you quit BIBLIO Select Tools Menu >> Change Screen

Tick the option Remember this configuration, each time you run BIBLIO, if you want to work with this resolution next time you run BIBLIO Create / Restore backups With this option, you can create

31 Change screen resolution With this option, you can change screen resolution, while you are working with BIBLIO, changing to default one, when you quit BIBLIO Select Tools Menu >> Change Screen Resolution Select the screen resolution. Tick the option Remember this configuration, each time you run BIBLIO, if you want to work with this resolution next time you run BIBLIO Create / Restore backups With this option, you can create backups of Library BD on different media in case of loss of information or computer errors. Select the option Tools Menu >> Backup To create a backup: Specify the medium (hard disk, floppy disk, web server, USB drive...) where the backup is going to be stored To restore a backup: Specify the medium (hard disk, floppy disk, web server, USB drive...) where the backup is stored to restore data (C) José A. Graña BIBLIO Reference Manual Page: 31 of 35

Select the option Tools Menu >> Upload DB Specify the name of your FTP server, user and password to upload your DB Click on [Connect to Server] button to view the existing information on the FTP

32 Upload a DB to a Web server With this option, you can upload (save) the DB of your Library on a Web server. You can do this to have an extra backup or to let other users to view the data of your Library online. Select the option Tools Menu >> Upload DB Specify the name of your FTP server, user and password to upload your DB Click on [Connect to Server] button to view the existing information on the FTP server (files and folders). If DB was uploaded previously, it will be displayed in red On the left window, specify the folder (inside the web server) where you want to store the DB and click on [Upload DB] Webcam --> Fotos This new function let us use a webcam connected to the PC via a USB cable to take screeshots. You can use it to: Take photos of user and then insert them in their Library ID Cards. Take a photo of an item cover y later add it with extra info to the Item Card (C) José A. Graña BIBLIO Reference Manual Page: 32 of 35

contact emails and websites with help and download areas of BIBLIO.

33 Help Menu About... You can get information about the version of BIBLIO installed on your computer, contact s and websites with help and download areas of BIBLIO. Manuals With this option, you can view or download different manuals and technical documents about BIBLIO. (C) José A. Graña BIBLIO Reference Manual Page: 33 of 35

Online libraries With this option, you can connect to different online libraries to find bibliographic data: Library of Congress, The British Library, The European Library.

Visit homepages With this option, you can access, directly, to the official websites of BIBLIO, to get the most updated information or the newest versions. Web-1: http://xbiblio.

34 Online libraries With this option, you can connect to different online libraries to find bibliographic data: Library of Congress, The British Library, The European Library... and download data in MARC format files, that can be imported to your Library DB. Visit homepages With this option, you can access, directly, to the official websites of BIBLIO, to get the most updated information or the newest versions. Web-1: Web-2: Check for new versions of BIBLIO With this option, you can check out if there is a new version of BIBLIO on the websites, or if you are using the latest version. (C) José A. Graña BIBLIO Reference Manual Page: 34 of 35

35 Register BIBLIO BIBLIO is free software, fully functional and without any type of limitation, when it is going to be used in an Educational Centre (schools, high schools and similar). If you want to use BIBLIO in other centres, users must contact the author to register the software. (C) José A. Graña BIBLIO Reference Manual Page: 35 of 35

G3 for TEXTBOOKS. Library Resource Management Systems, Inc. PO Box 727, Sedona, Arizona,

G3 for TEXTBOOKS. Library Resource Management Systems, Inc. PO Box 727, Sedona, Arizona, G3 for TEXTBOOKS Use your Library System for Textbook Distribution, this document addresses Hosted services that is our Internet based system, however Textbook Distribution is available with all versions