Catalogue

The catalogue is a collective term referring loosely to the physical items in your library and entries referring to non-physical resources (such as links).

note: the terms “catalogue” and “title” are used interchangeably

The catalogue includes:

Titles
the entries in the main catalogue, such as the name of a book, DVD or URL
each title stores the bibliographic information (title, series, type, genre, isbn, publisher, subjects, keywords, etc.) for the title plus related information such as the “library” the title is associated with; privilege when issuing any copies belonging to the title and so on
default issue restrictions that apply to each copy
Copies
each “instance” of a title; for example, you may have 6 COPIES of the 1 TITLE “Harry Potter And The Order Of The Phoenix”
each copy stores information such as bar code, location, purchase detail and special issue rules (fixed issue period, maximum issue period, not for issue, issue messages, etc.)
you do not have to have any copies for a particular title (e.g. the title refers to a URL)
individual copies may have their own issue restrictions (not for issue, restricted issue period, restricted to particular types, etc.)
Archive
the archive is where copies go when you dispose of them.
items are rarely “deleted” because we usually want to keep a record of the copy in case it returns to the library and for historical analysis
the structure of the Archive table mirrors the Copies table however it is separate. There is also a corresponding Title Archive behind the scenes, though this is not currently exposed.

note: the terms “Copy” and “Item” are used interchangeably

Archiving

Movements

Images for Types

It can be helpful to add an image or icon representing the “type” of item. These are visible in List views at the left side of the lists:

images for types
images for types

Inserting an image is a similar process to adding a location image.

First, find the “type” for which you wish to associate an image. Then, right click the image container to the right of the title and choose “Insert Picture” and select your picture.

inserting an image for a type
inserting an image for a type

Now, that image will be associated for every item with that type and will automatically show in various catalogue lists.

There are plenty of royalty free icons that can be downloaded in numerous formats, colours and sizes from the internet. The images in the above screen shots come from Flat Icons.

If you don’t wish to show images for types, then do not add an image against the type.

If you change an image for a type in one catalogue entry, then every catalogue entry with exactly the same type will reflect that change.

Adding Items with QuickMARC™

You can add items using QuickMARC™ or importing MARC data - a common library interchange format.

QuickMarc will attempt to retrieve information about items from either Curriculum Corporation’s SCIS service, the Library of Congress or the Open library.

To use SCIS, you must have a current account for SCISData.com, and the “API” log in details that SCIS provide. The account details that must be pre-entered in Admin. The Open Library does not need a log in, nor the Library of Congress.

Press the “q” key on the keyboard at the main menu.

QuickMARC ISBN entry
QuickMARC ISBN entry

Enter your ISBNs using your bar code scanner and then choose which service you want to query.

Specify Library

When adding titles, you must specify the library that the items will be assigned to, if you use libraries.

Add SCIS

The Process SCIS and add to Catalogue button will query SCIS, retrieve matching records and book covers and immediately add them to the catalogue

Review SCIS

The Review SCIS button will query SCIS and leave the results in the MARC module. You can review the results and amend them if you wish before adding them to the catalogue.

note that the “review” function is useful when first configuring your MARC module. The data is loaded and processed and you can tweak the MARC settings and reprocess data to get the configuration you desire

Review Open Library

The Review Open Library button will query openlibrary.org for matching ISBNs and retrieve the information that it can find, including images associated with the ISBN. It will also include a URL associated with the item, if there is one or the URL for the direct link to the details web page for the item at openlibrary.org.

Review Library of Congress

Will check the Library of Congress (LoC - www.loc.gov) for matching ISBNs and retrieve what it can find.

About items in the MARC module

The MARC module is a temporary holding place for information. Athenaeum will not delete that information until you instruct it to. We recommend that you periodically clear out the MARC records and images by going to the list views (with the black background), clicking the “all” button and then the “delete” button.

deleting MARC records
deleting MARC records

  1. The borrower privilege does not define the item as “fiction”, “non-fiction”, etc. Rather it makes the statement: “when issuing this item, Athenaeum will count it as the specified type and compare it to the number of that type that the borrower is allowed”. ↩