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Introduction to ALEPH

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

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Introduction to ALEPH

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

  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. The Rough Guide to ALEPH ALEPH modules ALEPH tables Other Unix Directories BIB library ADM library AUT library HOL library Oracle tables Oracle database 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 • ALEPHTables: tables define looks and functionality • of data between raw Oracle format and Modules. • For example: • …/aleph/a16_1/usm01/pc_tab/catalog/codes.eng • !1 2 3 4 5 6 7 8 • !!!!!-!-!-!-!-!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! • 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): • 05000 L $$aQL685.5.B8$$bB57 1990 • 24504 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 $$av. <1-2 > :$$bill., col. maps ;$$c32 cm. • 504 L $$aIncludes bibliographical references and index. • 5051 L $$av. 1. Nonpasserines, introduction, and loons through waterfowl -- v.. • 650 0 L $$aBirds$$xBritish Columbia. • 7001 L $$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 • Name Code Standard Numbering • Bibliographic libraries* BIBUSM01 - USM09 • Administrative librariesADMUSM50 - USM59 • Authority librariesAUTUSM10 - USM19 • Holdings librariesHOLUSM60 - USM69 • ILL librariesILLUSM20 - 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 (monographs) Item AUT HOL Item BIB Item HOL Item (serials) Item ADM* HOL Subscription Item * Multi ADMs: for consortium-type libraries only 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 HOL record ADM record BIB record Links to BIB record Intro to ALEPH

  25. Stage 3: Modules and Functions Intro to ALEPH

  26. ALEPH Modules and Functions • GUI ModulesWeb client • Acquisitions/Serials OPAC • 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) • ! 1 2 3 4 5 6 • !!!!!-!!!!!!!!-!!-!-!!!!-!!!! • 17A 20001225 C • 17A 20001226 C • 17A ######## 00 C • 17A ######## 01 O 0900 1715 • 17A ######## 02 O 0930 1715 • 17A ######## 03 O 0900 1730 • 17A ######## 04 O 0930 1730 • 17A ######## 05 O 0930 1730 • 17A ######## 06 C Intro to ALEPH

  32. A Typical Oracle Table • 01 z76_budget \ • 02 z76_budget_number ..........ARCH-1999 • 02 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 .....00000000000500 • 02 z76_max_over_expenditure ...00000000000500 • (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 Library: University of Westminster, London Sublibraries: Harrow Medical Library Central London Library Collections: First Floor: Medicinal chemistry Second Floor: Bio-statistics Call Numbers: Main shelves: Dewey DC Periodicals: Own Class. 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 <library code> (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) Version Directories etc. Local Sub- directories Intro to ALEPH

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