CATALOGING

USER MANUAL
Paradigm Systems Berhad (289628-W)

Version 1
 PARADIGM SYSTEMS BERHAD

User Manual

 Paradigm Systems Berhad (289628)

Suite A605, Phileo Damansara 11
46350 Petaling Jaya, Selangor
Phone 603-79571121 • Fax 603-7957 1131
Website : www.paradigm.com.my
Table of Contents

1.1 MAINTENANCE 1

1.1.1 Bibliographic Maintenance 1

1.1.1.1 Creating a New Template 2

1.1.1.1.1 Create And Save A New Template 2

1.1.1.1.2 Open Template 4

1.1.1.2 Create a New Record in Bibliographic Organisation 5

1.1.1.3 Retrieve a Record in Bibliographic Organisation 8

1.1.1.4 View Record in Bibliographic Organisation 13

1.1.1.5 Edit Record in Bibliographic Organisation 16

1.1.1.6 Delete a Record in Bibliographic Organisation 17

1.1.2 Accession Maintenance 18

1.1.2.1 Creating a new Accession File 18

1.1.2.2 Retrieve Bibliographic Record by Accession Number 20

1.1.2.3 Retrieve Bibliographic Record by Title 21

1.1.2.4 Viewing an Existing File 23

1.1.2.5 Editing an Existing File 25

1.1.2.6 Deleting an Existing File 26

1.1.2.7 Displaying Latest Record in the Grid 27

1.1.3 Release for Circulation 28

1.1.4 Deleted Bibliographic Records 31

1.1.5 Batch Release for Circulation 34

 Topic

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

Users in the management of bibliographic information can use Bibliographic Organisation to

locally establish data-entry interfaces. It allows the user to enter a new record and index the
record so that it can be used by other users. Also can edit, modify or delete the existing
records.

Steps

Select Cataloguing module.

1) Click on Maintenance and then Bibliographic Organisation.

2) The dialog box will be displayed as shown in Figure 1.1.

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1.1.1.1 Creating a New Template

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.

1.1.1.1.1 Create And Save A New Template

Steps

Figure 1.1: Bibliographic Organisation

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
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 Figure 1.2: Create a New Template

2) Click the File menu and select Save 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.

Figure 1.3: Save Template

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1 . 1 .Note:
1 . 1The
. 2templates
Oare
p esaved
n Tin e mplate
\ILMU\Rpt\

Steps

1) To open the newly created template, click the File menu and select Open Template.

2) The Open dialog box will be displayed as shown in Figure 1.4.

Figure 1.4: Open Template

3) Select the desired template (with the extension.tpl) by clicking on it and then Open
button.

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4) You will return to the Bibliographic Organisation dialog box. Click the Record menu
and select New. This will load the new template and its tags with the name of the
template located on the top-right of the dialog box as shown in Figure 1.5.

Figure 1.5: Template for book_new.tpl

1.1.1.2 Create a New Record in Bibliographic Organisation

Steps

1) Click on the File menu and select Open Template. A figure as above will be
displayed.

2) Select the template you wish to use.

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.

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4) Proceed to add, edit or delete the tags, indicators, and bibliographic details from the
Tag, indicator 1, Indicator 2, and Bibliographic Details columns respectively.

5) For example you can delete the row which you feel that unnecessary. Example shown
in Figure 1.6.

Figure 1.6: Delete a Row

6) After you click on Delete, you will see the template as a screen in Figure 1.7.

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 Figure 1.7: After deleting a row

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.

Figure 1.8: Record is not Valid

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10) Make the changes and then validate the record again.

Figure 1.9: Record is Valid

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.

1.1.1.3 Retrieve a Record in Bibliographic Organisation

Steps

1) Click the Record menu and select Retrieve. This will display the Catalog Search
dialog box as shown in Figure 1.10.

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 Figure 1.10: Catalog Search

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.

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 Figure 1.11: Select record(s) to view

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.

Figure 1.12: View Records

Tips: You canSystems

Paradigm use Shift key + click
Berhad to select a block of consecutive records or Ctrl key + click to select
(289628-W) a
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group of discrete (non-block selection) records
6) Select one of the records to view the details. Refer to the figure 1.13.

Figure 1.13: View details for each record

7) After select a record and then click on View Details button.

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 Figure 1.14: Details of the Record

8) Refer to the example below on how to retrieve title for each record.

Figure 1.15: Retrieve title for each record

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9) Select the title(s) you want and click the Retrieve Title button. This will retrieve and
display the bibliographic information of each selected record in the Bibliographic
Organisation dialog box.

1.1.1.4 View Record in Bibliographic Organisation

Figure 1.16: View Record in Bibliographic Organisation

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Steps

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.

3) Refer to the example in Figure 1.17.

Figure 1.17: 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.

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 Figure 1.18: ISBD View

6) Click on View and select MARC Record. You can view MARC Record as Figure 1.19.

Figure 1.19: MARC Record

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1.1.1.5 Edit Record in Bibliographic Organisation

Steps

1) First retrieve a record that you want to modify. Example shown as figure 1.20.

Figure 1.20: Retrieve a record to modify

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.

5) Click on Field and then Delete to remove row.

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6) After you have modified the record, click the Record menu and select Validate. This
will verify the information that you have entered. If there are errors, then proceed to
correct them and repeat with Step 6 again. If there are no errors, then proceed with
Step 7.

7) After modify, click on Record and then Save and Index.

1.1.1.6 Delete a Record in Bibliographic Organisation

Steps

1) Before delete a record, retrieve the record you want to delete.

2) Once the record’s bibliographic information is displayed in the Bibliographic

Organisation dialog box, click the Record menu and select Index. This will unindex
the retrieved record and place it in the buffer area.

3) Click the Record and select Delete.

4) You will see a message prompt as in figure 1.21.

Figure 1.21: Before delete a record

5) Click on Yes button to continue with the deletion.

6) Click on No button to cancel the deletion.

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1.1.2 Accession Maintenance

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

Select Cataloguing module.

1) Double click on Maintenance and then Accession Maintenance.

2) The dialog box will be displayed as below.

1.1.2.1 Creating a new Accession File

Steps

Figure 1.22: Accession Maintenance

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1) Click Add button in the Accession Maintenance dialog box. The add Accession Details
dialog box will be appeared as Figure 1.23.

Ellipsis
button

Figure 1.23: Add Accession Details

2) Proceed to enter the relevant accession information. Notice the OK button is

disabled. It will only be enabled when the mandatory fields have been entered
(Accession No., Control No., Location, Item Category, Condition, SMD, and Currency
Code).

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.

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5) Click on OK button to save the accession information. If you wish to about this
process, just click Cancel and the information will not be saved.

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.

1.1.2.2 Retrieve Bibliographic Record by Accession Number

Steps

1) From the Accession Maintenance dialog box, click on Find button. The Find Accession
appears as figure below.

2) Enter the accession No. and then click OK button.

Figure 1.24: Find file with Accession Number

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.

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 Figure 1.25: After select a File using Accession Number

4) You can see the selected record displaying in your form.

5) If you are not sure about the Accession Number, try to search the accession file using
Find Title term.

1.1.2.3 Retrieve Bibliographic Record by Title

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.

4) Select the term from list.

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 Figure 1.26: Selected Terms in Catalog Search Form

5) Select the term from list and then click on View Titles button.

6) The next screen will be shown as Figure 1.27.

Figure 1.27: View Title

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7) Click on View Details button, if you want to view the details of title.

8) Click on Retrieve Title button to retrieve the title to Accession Maintenance form as
shown in Figure 1.28.

Figure 1.28: Retrieved Accession File by Title

1.1.2.4 Viewing an Existing File

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.

Figure 1.30: View Full Details

4) Click on the Close button to close the current dialog box.

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1.1.2.5 Editing an Existing File

Steps

1) Retrieved the record that you want to edit.

2) Click on Edit button in Accession Maintenance screen.

3) The Edit Accession Details dialog box will appear as shown in Figure 1.31.

Figure 1.31: Edit Accession Details

4) Proceed to edit or modify the relevant information.

5) Click the OK button to save the changes. This will return you to the Accession File
Maintenance dialog box.

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1.1.2.6 Deleting an Existing File

Steps

1) Retrieved the record that you want to delete.

2) Check the Status first before you proceed to delete.

Figure 1.32: Check Record Status

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

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1.1.2.7 Displaying Latest Record in the Grid

Steps

1) Click the Refresh button in the Accession Maintenance dialog box. This will refresh
the list with the latest records.

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1.1.3 Release for Circulation

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

Select Cataloguing Acquisitions module.

1) Click on Maintenance and then Release for Circulation.

2) The following screen will be displayed as Figure 1.34.

Ellipsis

Button

Released
accession file list

Figure 1.34: Release for Circulation

3) Enter the Accession No, and press the tab key.

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4) If you cannot remember the accession number, click the ellipsis button and the
Search List dialog box will be displayed containing all the existing accession numbers.
Refer to the screen in Figure 1.35.

Figure 1.35: List of Accession Number

5) Select accession number from the grid and click OK button.

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.

8) The status <Accession No.>successfully released will be displayed as Figure 1.36.

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 Figure 1.36: After successfully released a Item

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1.1.4 Deleted Bibliographic Records

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

Select Cataloguing Acquisitions module.

1) Click on Maintenance and then Deleted Bibliographic Records.

2) The dialog box will be displayed as Figure 1.37.

Figure 1.37: Deleted Bibliographic Record Maintenance

3) Click on Retrieve button. The page as Figure 1.38 will be displayed.

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
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 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.

Figure 1.39: Retrieved Record in Deleted Bibliographic Records Maintenance

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7) Click the Restore button to restore the item back.

8) Click Purge button to remove the item permanently.

Figure 1.40: Before Deleting a Record

9) Click on Yes button to continue with the deletion.

10) Click on No button to cancel the deletion.

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

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1.1.5 Batch Release for Circulation

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

1) Select Cataloguing module.

2) Click on Maintenance and then Batch Release for Circulation

3) The dialog box will be displayed as shown in figure 1.41.

Figure 1.41: Batch Indexing

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  Paradigm Systems Berhad (289628)
Suite A605, Phileo Damansara 11
46350 Petaling Jaya, Selangor
Phone 603-79571121 • Fax 603-7957 1131
Website : www.paradigm.com.my

Paradigm Systems Berhad (289628-W) Page 35