Handy Library Manager, library main catalogue, things to know about data entry

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Help, how to topics > Library items > What you need to know about some data fields in the main library catalogue.

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What you need to know about some data fields in the Library Main Catalogue table.

Library Item Record consists of two groups of data fields: Item Fields and Copy Fields. You will use Item Fields and Copy Fields when you create new library record for the first time. You will use only Copy Fields when you enter multiple copies of the existing library item.

TITLE: The TITLE data field cannot be left empty. In order to save the record you need to enter item's title. With only title entered the program will support all library functions.

AUTHOR, CO-AUTHORS, PUBLISHER, PUBLISHED, PLACE, SERIES, SUBJECT1, SUBJECTS ...: The name of the field explains what information should be entered. All fields are searchable, support ordering, display on the grid, can be used in reports or labels, or you can rename them to support your library requirements.

BARCODE: The program is using this field in the check in check out, search, and bar code labels. When the barcode is scanned from the item bar code label (or entered manually) our library system is comparing this value with values stored in the BARCODE data field. When there is a match, the item is selected and item data is displayed in the check in / check out window. You can enter BARCODE numbers in two ways: you can enter your existing numbers (typing in, scanning from the label, or importing from spreadsheet), or you can leave this field empty and our system will create numbers for you. Note: BARCODE data field is used in many ready to use library label templates.

DATE_ADDED: When you create a new item record our application creates automatically one item's copy. In the item's copy section there is the DATE_ADDED data field. Handy Library Manager creates automatically DATE_ADDED value. It is equal to the entry date. Use this field when defining the library search or filter in the following situations: print spine labels for new items, print barcode labels for new items, print new items inventory report, sort library catalogue by entry date.

CALL: We suggest that you enter the call value into this field. The field is listed in the copy section. The CALL field is used in many predefined spine labels.
What is Call?
Items in the library are assigned a call number. Usually it is printed on the label attached to the book spine (spine label). The call number includes short information about book category/subject and/or author and defines the book's location in the library (room section, floor section, shelve).
You can use other classification and location methods. Our library application provides many data fields that let you define the best method that will work for your library: CATEGORY, DEWEY, LCCN, LOCATION, VOLUME, AUTHOR, TYPE, LEVEL, READING PROGRAM INFO, or USER FIELDS. You can print spine labels with any selection of the data fields.

TYPE: Use this field to set the item type (example: BOOK, DVD, DOCUMENT, MOVIE, CD, BINDER, REFERENCE ...). We suggest that you use the value of this field when setting check out rules: define check out limits by item type, define loan period by item type, or do not allow to loan reference materials. This field is pre-selected for loan rule definitions: Options/Loan Options.

PRINT, PRINT_C: Library Item/Copy record offers two Print Marker data fields (a main item entry offers PRINT; a copy entry offers PRINT_C; use PRINT_C when you have multiple copies of the same item). If you modify records randomly and later you would like to process only this group of records use PRINT or PRINT_C markers. The program will let you easily select and process records with print markers set to ON.

ISBN: Enter book International Standard Book Number into this data field (enter only numbers). Maybe you can define standard link to a book cover (usually based on the ISBN number) and our program will display book images. Use ISBN number in auto-cataloguing feature.

LOANED: The field is listed in the item's copy section. Item is checked out the value of this fields is set to Y. Use this field in the search definition to display loaned out items in the main catalogue window.

VOLUME: The field is listed in the item's copy section. Use this field when you enter multi-volume items, periodicals, and magazine subscriptions.

LOAN_TYPE: The field is listed in the item's copy section. Use this field when you would like to overwrite loan rule that is using the TYPE data field. Use this field when you have multiple copies of the same item and some copies are allowed to be checked out and some are not allowed.

CUSTOM1-CUSTOM9: User data fields. Your library decides how to implement those fields. For example you can enter reading program data.

ACQUISITION, ACQUISITION NO: Enter acquisition date and acquisition number.

IDNO, ID: With every new record the software creates unique record identification numbers. IDNO for the new record will increase by 1. You can sort records by IDNO, it will be the data entry order. ID is the unique identification number that is assigned to the copy record. The program's automated barcode number is using ID value.

INVENTORY, MISSING: Those fields are used by the library inventory feature.

KIT_ID, KIT_ID_LOAN: Those fields are used when library kit functionality is activated.

Question: Is there a limit to the number of words you put in the SUBJECT1 or SUBJECTS or NOTES fields? If you put in multiple words in the SUBJECTS field does it matter how they are separated for searching purposes (space, or new line).

SUBJECT1, 2, 3 data fields are 80 characters long. It is a dropdown box. Your predefined subjects are saved in the list. You can quickly select a subject from the list. We do not define subject separators in the SUBJECTS and NOTES data fields. You can choose any separator or you can enter one subject per line.

Question: Are there fields where I can add a reading level or a bookshelf (genre) to each entered book?

There are many data fields. Enter bookshelf (genre) information into the CATEGORY, CALL, or LOCATION. You can easily print this information, from one field or several fields, on your spines. Enter reading level information into the LEVEL or CUSTOM data fields. You can checkout our guide on how to manage reading programs, levels, and reading points.

Related: I see that there are several fields for search ... one seems to be a block where you can write in a paragraph and then there are separate numbered subject boxes. When I search for subject words, does it search in all those fields?

Answer: There is ALL SUBJECTS in the Field To Search box, if selected the program will search for "text to find" in the following data fields: SUBJECT1, SUBJECT 2, SUBJECT 3, SUBJECTS, NOTES.

Question: I will be working on putting some of our books into the software over the next few weeks. If I have to manually enter all of the information on a book, what do you consider the 'must have' information to be entered into the system?

Answer: There is only one must have data field: TITLE.

Question: When adding new books including copies, I check the print marker so I can print labels for all the new books at once. Whenever I check "set print marker" for the new copy, it sets the print marker for all copies of the book. Is there a way to get it to only check the copy of the one book I am adding to the system?

Answer: Try to include PRINT_C and PRINT data fields on the grid. It will help you to review when values change. You should set the PRINT_C (copy print marker), and use the filter PRINT_C = Yes in the search.
-please review PRINT, PRINT_C part: library data fields
-how to set PRINT, how to set PRINT_C: print markers

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