Introduction to ALEPH University of Knowledge May 15 – 16, 2003 Doron Greenshpan

Intro to ALEPH 2 Session Agenda Stage 0: Concepts Stage 1: Naming and Numbering Conventions Stage 2: Linking Stage 3: Modules and Functions Stage 4: Oracle and ALEPH Tables Stage 5: Definitions – Item, sublibraries and Call Numbers Stage 6: Directory tree overview

Intro to ALEPH 3 Stage 0: Concepts

Intro to ALEPH 4 Other Unix Directories The Rough Guide to ALEPH Oracle database BIB library ADM library AUT library HOL library Oracle tables ALEPH tables ALEPH modules

Intro to ALEPH 5 Basic ALEPH Terms Library (An environment set around a UNIX directory which contains relevant ALEPH tables and parameters for that environment). Examples: the bibliographic library, the holdings library. Modules (various GUI and Web clients for functionality - for the librarians/patrons). Examples: the Circulation module, the Web OPAC ALEPH tables (configuration files defining system functionality and display) Oracle Tables (containing all the administrative and bibliographic data)

Intro to ALEPH 6 Libraries = Directories and More When we talk about a “library” in ALEPH we normally mean a “local directory” which has Subdirectories/files for representing data in the Oracle tables. A “library” is also an environment defined by files in that directory. So, “the bibliographic library” is actually a environment based on a local directory with files which define cataloging and searching functionality. “The administrative library” includes files which define acquisitions, circulation, serial control and other so-called ‘administrative’ functions.

Intro to ALEPH 7 Libraries = Directories and More Another way to look at this: usm01 (a demo bibliographic library) is the framework (representation) for the bibliographic data (records) stored in the Oracle tables. usm50 is the framework for administrative data (records) in that demo library.

Intro to ALEPH 8 Basic Definitions in Context ALEPH Libraries: the Bibliographic Library is a Unix directory containing various ALEPH Tables and other files which define display and functionality: …/aleph/a16_1/usm01/pc_tab/catalog/…

Intro to ALEPH 9 Basic Definitions in Context ALEPH Tables: tables define looks and functionality of data between raw Oracle format and Modules. For example: …/aleph/a16_1/usm01/pc_tab/catalog/ codes.eng ! !!!!!-!-!-!-!-!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! 050 Y N N L LCC No. L Library of Congress Call Number 245 Y N N L Main Title L Title Statement 260 Y N N L Imprint L Publication, Distribution, etc. 300 Y N N L Physical Des. L Physical Description

Intro to ALEPH 10 Basic Definitions in Context Modules: the Cataloging module lets the user create/modify bibliographic records.

Intro to ALEPH 11 Basic Definitions in Context Modules: the Web OPAC lets the end-user search and view bibliographic and other records.

Intro to ALEPH 12 Basic Definitions in Context Modules: the Search function in GUI modules allows library staff to search and view bibliographic and other records.

Intro to ALEPH 13 Basic Definitions in Context Oracle Tables contain the actual records’ data itself. For example, Oracle table Z00 (displayed in ALEPH sequential format): L $$aQL685.5.B8$$bB L $$aThe Birds of British Columbia /$$cby R. Wayne Campbell... [et al.]. 260 L $$aVictoria, B.C. :$$bRoyal British Columbia Museum in association with. 300 L $$av. :$$bill., col. maps ;$$c32 cm. 504 L $$aIncludes bibliographical references and index L $$av. 1. Nonpasserines, introduction, and loons through waterfowl -- v L $$aBirds$$xBritish Columbia L $$aCampbell, R. Wayne$$q(Robert Wayne),$$d1942-

Intro to ALEPH 14 Stage 1: Naming and Numbering Conventions

Intro to ALEPH 15 Library Naming Conventions Each library name is made up of a three-letter code for the library, plus a two-digit number designating the type of library (see below). The main demo libraries are named after the cataloging standards: USMnn, UNInn, MABnn. Clients’ libraries have unique client-specific codes. Examples: USM50 is the (demo) ADM library for MARC 21. UNI10 is the (demo) AUT library for UNIMARC. KCL01 is the BIB library for King’s College, London

Intro to ALEPH 16 Library Types NameCodeStandard Numbering Bibliographic libraries* BIBUSM01 - USM09 Administrative libraries ADMUSM50 - USM59 Authority libraries AUTUSM10 - USM19 Holdings libraries HOLUSM60 - USM69 ILL libraries ILLUSM20 - USM29 Course Reading librariesUSM30 - USM39 *Mandatory

Intro to ALEPH 17 Numbering in ALEPH Unique record numbers: System no.in the BIB library ADM no.in the ADM library Unique item number: Barcode for each distinct Item (for example: each identical copy of a book, and each issue of a journal, have a unique barcode)

Intro to ALEPH 18 Bibliographic (BIB) Library and Records A framework for bibliographic records. Each record is uniquely identified by: System Number. One BIB record per each unique title.

Intro to ALEPH 19 Administrative (ADM) Library and Records A framework for ADM records which link between BIB records and administrative functions (such as: Acquisitions orders, Item information etc.). Each record is uniquely identified by: ADM Number. The unique ADM Number links between Oracle tables (e.g. Loan record Item record) One ADM record per each BIB record. Note: in consortia installations, there may be more than one ADM per each BIB.

Intro to ALEPH 20 Holdings (HOL) and Authorities (AUT) Libraries HOL records store information about the library’s holdings: location and coverage. AUT records provide authorized forms of names and subjects, and the interrelationships among these forms. Each type is based on the relevant MARC 21 cataloging standard.

Intro to ALEPH 21 The Records in a Glance BIB HOL Item ADM* Subscription Item * Multi ADMs: for consortium-type libraries only AUT (monographs) (serials)

Intro to ALEPH 22 Stage 2: Linking

Intro to ALEPH 23 Library Links For any given title, ADM and HOL records are internally linked to the BIB record. The link (also called LKR) is based on the system numbers and the ‘home’ libraries of the records. The link is created automatically whenever an ADM or a HOL record is created for a BIB record.

Intro to ALEPH 24 Links to BIB from ADM and HOL BIB record ADM record Links to BIB record HOL record

Intro to ALEPH 25 Stage 3: Modules and Functions

Intro to ALEPH 26 ALEPH Modules and Functions GUI ModulesWeb client Acquisitions/SerialsOPAC Cataloging Course Reading and Reserves Circulation Interlibrary Loan (ILL) ALEPHADM GUI Functions (within modules) Items Search

Intro to ALEPH 27 Module Descriptions Acquisitions/Serials (Acq, Serials) - Ordering, invoice handling, material arrival and claiming. For serials – prediction, subscription, check-in, claiming and routing. Cataloging (Cat, Catalog) - Well, cataloging. Circulation (Circ) - Loans/returns, requests, patron management, cash management, reading room. Interlibrary Loan (ILL) - both incoming and outgoing. ALEPHADM – Managing tables (server and client), connections, profiles and translation files.

Intro to ALEPH 28 Function Descriptions Items - Item management, binding (available in all GUI modules). Search (Staff Search) - Catalog searching for library staff (available in all GUI modules). Task Manager - Monitoring of batch services and reports, printing (available in all GUI modules).

Intro to ALEPH 29 Stage 4: Oracle and ALEPH Tables

Intro to ALEPH 30 Tables: ALEPH and Oracle ALEPH tables - define the functionality and look of the system. Various names - some arbitrary (e.g. tab42), others more descriptive (e.g. check_doc, tab_block_circ). Oracle tables - contain the actual data stored in the Oracle database.All named in the Znnn format - where ‘nnn’ is a 2- or 3-digit number. For example: Z30 (item information), Z68 (order information), Z109 (web OPAC basket).

Intro to ALEPH 31 A Typical ALEPH Table tab17 (Library Open Hours) ! !!!!!-!!!!!!!!-!!-!-!!!!-!!!! 17A C 17A C 17A ######## 00 C 17A ######## 01 O A ######## 02 O A ######## 03 O A ######## 04 O A ######## 05 O A ######## 06 C

Intro to ALEPH 32 A Typical Oracle Table 01 z76_budget \ 02 z76_budget_number ARCH z76_budget_type REG 02 z76_external_budget Humanities 02 z76_name Archeology (mono) 02 z76_department Archeology 02 z76_annual Y 02 z76_currency USD 02 z76_max_over_committed z76_max_over_expenditure (Cont…)

Intro to ALEPH 33 Stage 5: Definitions - Items, sublibraries and call numbers

Intro to ALEPH 34 Items The Item is the ALEPH ‘atom’. Nearly all library activities are based on items, for example: loans, serial subscriptions and check-in. An item in ALEPH represents a physical unit with a unique identifier: the item Barcode. Two identical copies of a book = two Items.

Intro to ALEPH 35 Items The Items function is available in the Cat and Circ modules, accessible in each through the Items tab.

Intro to ALEPH 36 Sublibrary/Collection/Call Number in Real Harrow Medical Library First Floor: Medicinal chemistry Second Floor: Bio-statistics Main shelves: Dewey DC Periodicals: Own Class. Sublibraries: Collections: Call Numbers: Library: University of Westminster, London Central London Library

Intro to ALEPH 37 Sublibraries The smallest administrative unit - a distinct subdivision of an ADM library. Items, orders, subscriptions, loans and other records are all created at sublibrary level. Each sublibrary may have its own distinct circulation policy. Authorizations for librarians for the various functions are also given on sublibrary level.

Intro to ALEPH 38 Collection/Call Number Entering the collection and call number of items is optional. They can be used to describe precisely the shelf location of an item in the library. Each sublibrary has its own set of possible collections and locations (which can be based on different classification standards, e.g. Dewey or Library of Congress classification).

Intro to ALEPH 39 Stage 6: Directory Tree Overview

Intro to ALEPH 40 Directories I Two types of directories on the server are of interest to system librarians: The alephe directory is a “global” directory that includes files used by all the local libraries. Local directories (“libraries”) contain files that are local to specific libraries (e.g., usm01, ndu50). Each also contains the library’s file_list and prof_library files.

Intro to ALEPH 41 Aliases and Shortcuts Some Subdirectories have aliases (shortcuts) (e.g., “dt” for the tab sub-directory), which are listed in orange font in the following text. to connect to a library environment, enter dlib (e.g. dlib usm01). To open a local subdirectory, either use the alias or a path: Path:cd $data_tab Alias:dt To connect to the alephe directory, enter cd $alephe_root.

Intro to ALEPH 42 The Tree Structure (Top Level) Local Sub- directories Directories Version etc.