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USER MANUAL
Paradigm Systems Berhad (289628-W)
Version 1
PARADIGM SYSTEMS BERHAD
User Manual
1.1 MAINTENANCE 1
1
CATALOGING
Cataloguing allows users organized different kinds of library collection with very
systematic way and can easy accessing. It gives very good solution for various kind of
problem occurs in cataloguing.
1.1 Maintenance
1.1.1 Bibliographic Maintenance
Steps
Template is an input screen with the list of tag, indicator and subfields which make the
record entry process easy for each item. Each of the items has different type of template.
Steps
1) Click the Record menu and select New. Proceed to add, edit, or delete the tags,
indicators, and bibliographic details from the Tag, Indicator 1, Indicator 2 and
Bibliographic Details column respectively as shown in Figure 1.2.
Note: Every Tag has a different description. Example Tag 100 is for enter Author’s Name
Paradigm Systems Berhad (289628-W) Page 2
Figure 1.2: Create a New Template
3) The Save As dialog box will appear as shown below. Enter the name of the template
to be saved in the File_name text box and click the Save button.
Steps
1) To open the newly created template, click the File menu and select Open Template.
3) Select the desired template (with the extension.tpl) by clicking on it and then Open
button.
Steps
1) Click on the File menu and select Open Template. A figure as above will be
displayed.
3) Click the Record menu and select New. The template’s tag, indicators and subfields
will be loaded in displayed in the Bibliographic Organisation dialog box as shown
below which use “book_new.tpl” as the example.
5) For example you can delete the row which you feel that unnecessary. Example shown
in Figure 1.6.
6) After you click on Delete, you will see the template as a screen in Figure 1.7.
7) Proceed to add the tags, indicators, and bibliographic details from the Tag, indicator
1, Indicator 2, and Bibliographic Details columns respectively.
8) When you have completed the Step 8, click the Record menu and select Validate.
This will verify the information you entered. If there are errors, then proceed to
correct them and repeat step 9 again. If there are no errors, then proceed to Step 8.
9) An error will show as an example below, when the record is not validated.
11) Click k the Record menu and select Save. This will save the information you entered
into the buffer area. So click the Record menu and select Index. This will index the
information you entered which now be retrieved from ILMU database.
12) Another way to save the record as index is, click the Record menu and select Save
and Index.
13) Click the Record menu and select New. You can begin to enter information for a
new record. Repeat the steps that were provided below to index multiple records.
Steps
1) Click the Record menu and select Retrieve. This will display the Catalog Search
dialog box as shown in Figure 1.10.
2) Enter the search term and then choose an option Tag No, as Control No or as
Officer ID.
3) Ensure that the Index option has been selected. It is located at the bottom-right of
the Catalog Search dialog box.
4) Click the Start Search button. All records containing the search term entered and
pertaining to the entered tag parameter will be retrieved and displayed as Figure
1.11.
5) Select the record(s) you want and click the View Titles button. This will display the
titles and call numbers for the selected records. Example shown as Figure 1.12.
8) Refer to the example below on how to retrieve title for each record.
1) You can click on “arrow” below to view first, last, next or previous record. Or another
way is click on Record and then select Go to and then choose First, Last, Next and
Previous.
2) Click on Record and select Accession to view accession number for the title.
4) Proceed to add, edit, delete, view, find or find title for the Accession Maintenance
below. Click on Close to return to Bibliographic Organisation page. You can refer to
the Accession Maintenance user manual for more details.
5) From Bibliographic Organisation page, click on View and select ISBD View. You can
view ISBB Record as Figure 1.18.
6) Click on View and select MARC Record. You can view MARC Record as Figure 1.19.
Steps
1) First retrieve a record that you want to modify. Example shown as figure 1.20.
2) From the figure above, click on Record and select Unindex and Modify. This will
unindex the retrieved record and place it in the buffer area.
3) Try to modifying the information of the retrieved record. Proceed to add, edit or
delete tags, indicators and bibliographic details from Tag, Indicator 1, Indicator 2 and
Bibliographic Details columns respectively.
4) Click on Field and then New or Insert to add a new row to enter value.
Steps
Accession Maintenance is the process allows the users to record all the details of accession
for every item in library. At the same time, it allows the users to create a new accession
record, edit or modify the existing accession record and also can deleting the records. Refer
to the following steps for more details.
Steps
Steps
Ellipsis
button
3) If you cannot recall the Accession No, Click the Generate Accession No button, it
will auto generate accession number for you.
4) Same thing you can do for enter the Control No. Click the ellipsis button and Catalog
Search dialog box will be displayed. Now you can perform a search and retrieve the
control number.
6) After enter all the details click on Record and then choose Save and Index. After
save the record, you can get an Authority No.
Steps
1) From the Accession Maintenance dialog box, click on Find button. The Find Accession
appears as figure below.
3) If there is a matching accession file, it will be displayed in the grid in the Accession
File Maintenance dialog box. Example shown as figure 1.25.
5) If you are not sure about the Accession Number, try to search the accession file using
Find Title term.
Steps
1) From the figure above, click on Find Title button. The Catalog Search dialog box will
appear.
2) Enter the search term. (Choose one of the option button. e.g. if you are performing a
title search, enter the title and 245 as the tag).
3) Click the Start Search button. The matching term will be retrieved and displayed as
below.
5) Select the term from list and then click on View Titles button.
8) Click on Retrieve Title button to retrieve the title to Accession Maintenance form as
shown in Figure 1.28.
Steps
1) After you have selected the record as above, click on View button.
2) This will display the View Accession Details dialog box with the relevant
information. Use the browse buttons to move between records.
Paradigm
Note: SpineSystems
button: Berhad (289628-W) Page 23
-Add, edit spine format for the book. Note (ACQ) button -Can view notes under Acquisitions modules. View Note
button - Can view notes under Cataloguing modules
Figure 1.29: View Accession File Details
3) Click on Bib Details button to view the accession record with more details as shown
in below screen. Refer to the Notes to know the function of other buttons.
Steps
3) The Edit Accession Details dialog box will appear as shown in Figure 1.31.
5) Click the OK button to save the changes. This will return you to the Accession File
Maintenance dialog box.
Steps
3) If the Status shows as Final Processing, you can continue with deletion.
4) When you try to delete the record without Final Processing status, you may see the
message prompt as shown in Figure 1.33.
Figure 1.33: Message Prompts when the Status is Not Final Processing
Steps
1) Click the Refresh button in the Accession Maintenance dialog box. This will refresh
the list with the latest records.
Release for Circulation is the last function can be done in Cataloguing Module. After this
function, the item can be manipulated in Edaran unit of a library. Users can borrow, return
and also can reserve the item. The status for the item will be changed from “Final
Processing” to “Available” after the function. Follow the following steps in performing those
functions.
Steps
Ellipsis
Button
Released
accession file list
6) The accession file will be released for circulation and displayed in the released
accession file list.
7) Only accession files with the Final Processing status can be released.
All the deleted items in Cataloguing module are stored in Deleted Bibliographic Record.
Users can use Deleted Bibliographic Records function to permanently delete a record.
Follow the following steps on how to proceed the steps.
Steps
Tips: If you are not sure about the searching item, no need to enter any value in search term, just choose on of
Paradigm Systems Berhad (289628-W)
the option buttons and click Start Search button
Page 31
Figure 1.38: Deleted Bibliographic Record Search
4) Enter the search term. (Choose one of the option button. e.g. if you are performing a
title search, enter the title and 245 as the tag).
5) Click the Start Search button. The matching term will be retrieved and displayed as
below.
6) Select the term from list and click the Retrieve Title button to retrieve the title to
Deleted Bibliographic Records Maintenance form as shown in Figure 1.39.
Note: Index Cataloguing - register of all bibliographic items into cataloguing database
Index Acquisition – register of all bibliographic items into acquisition database
Index Serials – register of all bibliographic items into serials database
The Batch Release for Circulation was use to process the books to be available for circulation
from its ‘Final Processing’ status. Instead of managing the process one by one, user can
select a few books altogether and manage the process easier and faster.
Steps