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

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

A Library Item Record consists of two types of data fields: Item Fields and Copy Fields. When you create a new library record for the first time, you will use both Item Fields and Copy Fields. However, when you are entering multiple copies of an existing library item, you will only use Copy Fields.

TITLE: The TITLE field cannot be left empty. To save the record, you must enter the item's title. With just the title entered, the program will support all library functions.

AUTHOR, CO-AUTHORS, PUBLISHER, PUBLISHED, PLACE, SERIES, SUBJECT1, SUBJECTS: The names of these fields indicate the information that should be entered. All fields are searchable and support sorting. They are displayed on the grid and can be used in reports or labels. Additionally, you can rename them to meet your library's requirements.

BARCODE: This field is utilized in the check-in/check-out process, searches, and barcode labels. When a barcode is scanned from an item's label (or entered manually), our library system compares this value to those stored in the BARCODE data field. If there is a match, the item is selected, and its data is displayed in the check-in/check-out window. You can enter BARCODE numbers using one of two methods: either type in your existing numbers, scan them from the label, or import them from a spreadsheet. Alternatively, you can leave this field empty, and our system will generate the numbers for you. Please note that the BARCODE data field is used in many pre-made library label templates.

DATE_ADDED: When you create a new item record, our application automatically generates a copy of that item. In the item's copy section, there is a data field labeled DATE_ADDED. Handy Library Manager automatically assigns a DATE_ADDED value, which corresponds to the item's entry date. You can use this field for library searches or filters in the following situations: printing spine labels for new items, print barcode labels for new items, generating new items inventory reports, and sorting the library catalog by entry date.

CALL: We recommend entering the call value in this field, which can be found in the copy section. The CALL field is utilized in many predefined spine labels.

What is Call?
Call numbers are assigned to items in the library and are typically printed on the label attached to the book's spine (spine label). A call number provides brief information about the book's category or subject and/or its author, helping to define the book's location within the library (such as room section, floor section, or shelf).
You can use different classification and location methods. Our library application offers numerous data fields that allow you to define the system that works best for your library, i ncluding CATEGORY, DEWEY, LCCN, LOCATION, VOLUME, AUTHOR, TYPE, LEVEL, READING PROGRAM INFO, or USER FIELDS. You can print spine labels using any combination of these data fields.

TYPE: Use this field to set the item type (e.g., BOOK, DVD, DOCUMENT, MOVIE, CD, BINDER, REFERENCE, etc.). It is recommended that the value of this field be utilized when establishing checkout rules. You can define checkout limits based on item type, set loan periods according to item type, or restrict the loan of reference materials. This field is pre-selected for loan rule definitions under the Options/Loan Options menu.

PRINT, PRINT_C: The PRINT and PRINT_C data fields in the Library Item/Copy record serve specific purposes. The main item entry uses the PRINT marker, while the copy entry uses PRINT_C. Use PRINT_C when managing multiple copies of the same item. If you modify records at random and later wish to process this specific group, you can utilize the PRINT or PRINT_C markers. The program allows you to easily select and process records with print markers set to "ON".

ISBN: Please enter the International Standard Book Number (ISBN) in this field using only numeric digits. You may want to define a standard link for book covers, which can be based on the ISBN number. Our program can then display the corresponding book images. Additionally, use the ISBN number for the auto-cataloguing feature feature.

LOANED: This field is found in the item's copy section. When an item is checked out, the value of this field is set to "Y". Use this field in the search definition to display items that are currently loaned out in the main catalog window:
- display loaned out items

VOLUME: The volume field is located in the item's copy section. Use this field when entering 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 determines how to implement these fields. For instance, you can enter reading program data.

ACQUISITION, ACQUISITION NO: Please enter the acquisition date and acquisition number.

IDNO, ID: With each new record, the software generates a unique identification number for that record. The IDNO for a new record increases by 1, reflecting the order in which the data is entered. The ID serves as a unique identification number assigned to the copy of the record. Additionally, the program automatically generates a barcode number based on the 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).

Answer:
The SUBJECT1, SUBJECT2, and SUBJECT3 data fields each have a maximum length of 80 characters. These fields are presented as dropdown boxes, and your predefined subjects are saved in a list for easy access. You can quickly select a subject from this list. Please note that there are no defined separators for the SUBJECTS and NOTES data fields. You can use any separator you prefer, 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?

Answer:
There are several data fields available for you to use. Enter the bookshelf (genre) information into the CATEGORY, CALL, or LOCATION fields. You can easily print this information from one or multiple fields onto your spines. For reading level information, use the LEVEL or CUSTOM data fields. Be sure to check out our guide on managing reading programs, levels, and reading points for more help.

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:
When "ALL SUBJECTS" is selected in the Field To Search box, the program will search for "text to find" in the following data fields: SUBJECT1, SUBJECT2, SUBJECT3, SUBJECTS, and 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:
The only essential data field required is the 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:
Please include the PRINT_C and PRINT data fields on the grid. This will help you review any changes in values. Set the PRINT_C (copy print marker) and use the filter PRINT_C = Yes in the search. - Review the PRINT and PRINT_C sections related to library data fields. - Instructions on how to set PRINT and PRINT_C: print markers.

Question: In the handy library system what is the IDNO?

Answer: The ID and IDNO are unique identification fields in the Handy Library Manager. They are automatically generated to ensure distinct values for all library records, including items and patrons, and they serve as reliable references for library transactions. Whenever a new transaction is recorded, the ID and IDNO are used to track the flow of materials and manage user interactions efficiently. Additionally, these unique identifiers can be utilized by the BARCODE data field, which also generates its values automatically within the system.

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