Using the Z39.50 Search Feature to Add Catalog Records

One way to add a new catalog record to your library is to search the Library of Congress z39.50 database of over 14 million records (or one of the other available z39.50 databases) and copy it into your collection.

Steps to search for a record:

1. On the Catalog page, click on the New Record link.
2. Select the database you want to search.
3. Enter an ISBN, or Title and Author last name and click the Search button.
   Note: If you have a bar code scanner, you may be able to scan in the ISBN bar code number usually found on the back cover of books.
4. If matching records are found, click on the divot to the left of each title to see the ISBN, author and publication information to make sure you select the correct record.
5. If you want to add a record to your collection, simply click on the title.
6. The record is added to your collection and displayed with other recently added records.
7. Click on the pencil icon to the right of the title to edit the record. You'll want to do this to add copies and other local holding information.
8. Click the Add a New Record link to return to the New Record page and continue adding records.

General Database Information

• The Library of Congress catalog does not include records for every book published – only those that they have added to their catalog.  Also, not all of their records contain an ISBN.  Sometimes you will get better results if you search by Title.

• Most books published before 1971 are not in the Library of Congress catalog.

• Many, if not most, of the books published by Scholastic are not included in the Library of Congress catalog.

• Many users have reported getting better results when searching the OhioLINK Central Catalog.  If you’re having trouble finding records in the Library of Congress catalog, try using the OhioLINK catalog for some searches to see if you get better results.

• Occasionally one of the databases may be unavailable (offline). This becomes evident when you do several searches and get no results.  When this happens, try searching one of the other databases for your titles and then you can try the original database again the next time you are adding records.

Searching Tips

• When searching by ISBN, do not include hyphens.
• You don’t have to enter the entire title or author when searching.
• If the title contains very common words, enter the title and the author’s last name.  This will speed up the search.
• Enter author names with last name then first name.  Punctuation is not necessary.
• It’s best not to search by author alone.  Searching by author and title will provide faster results.

OPAC

OPAC (Online Public Access Catalog) is a separate program designed specifically for your patrons to search your collection. OPAC allows for searching only, so you don't have to worry about unauthorized access to your catalog or patron records. It provides basic and advanced searching with multiple display modes, status of items and book jacket display. Create a link directly off your own web site for a seamless transition to library searching with a return link back. You can even customize the user interface to look similar to  your own site.

LibraryWorld has several different ways a patron can access a library. The most popular is through the LibraryWorld OPAC service. There are three ways to access the OPAC service:

1. Go to the OPAC page after accessing a library in the management program and click on the first link named ‘Go to OPAC’.  

2. You can type http://opac.libraryworld.com into the toolbar area of a web browser.  This will bring up the OPAC login page.  You will need to enter the library name and an optional password.  Passwords are assigned by the librarian  in the Settings - Customize OPAC page.  A passwords is optional.  

3.  You can link directly from your library’s homepage to our OPAC server.  After logging into

your library and clicking on the OPAC link,  this page will include the actual link that your WebMaster will need in order to embed the code directly onto your library’s homepage.  With this feature, maneuvering between your library’s website and search catalog will become  even easier.  

Customizing your OPAC page.   Using the settings in Customize OPAC, you can alter the look and behavior of the OPAC user interface.  An image can be uploaded to represent your organization.  The “News and Events” section allows you to add text that appears on the OPAC default page. This can include limited HTML  formatting, like paragraphs and lists.    An optional password can be entered  which forces users to enter a password before they can search your library.   A color theme may be chosen to best reflect the organization’s color standards.   

Many libraries do not want to show the actual holding to the patrons.    There is an option to restrict all holdings or just serials.  

When displaying catalog records, there is an option to display a link to the Google site for brief or detailed book information.  This appears only if the catalog record has an ISBN value.   

Patrons often like to see the most recent titles that have been added to the catalog.   An option is provided to show that list on the home page.  

If the patron has accessed the OPAC server from your own Web site, it is convenient to provide a link back to that location.  A ‘Return to Name and URL field’ is provided to do just that.   This keeps the user linked to your main site and they may not even realize they have left your site.  

Catalog records can be very complex and contain fields that may be confusing to some patrons.   The ‘Suppressed Fields’ value allows you to hide fields in the detailed listing of the catalog record to prevent such confusion.   An example might be to suppress Dewey Call number fields since you may use Library of Congress Call Numbers.

You can allow a patron to request that an item be placed on hold.  This is done by adding your email address to the “Request hold using this email:” field.    If there is an email address there and there are copies of an item available for checkout, then a ‘Request Hold’ button will appear next to the record.  Leave this field blank if you do not want to activate this feature.

Last, you may wish to show links in the home page to other related sites.   This can be done using the ‘Other Links’ fields.

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LibraryWorld Mobile App

Now searching is easier than ever with the LibraryWorld app! One of the largest benefits a cloud-based library automation system offers library managers and patrons is mobility.  By using LibraryWord’s service your access to circulation records is not limited by the physical location of your library.  You can login at work, at home, and on your iPhone, iPad, or Android device using the LibraryWorld App, which is available free of charge to you and your patrons.

The App was designed to allow library patrons the ability to search their home library by authors name, title of the book, or keywords associated with the book.  Users can also view book jackets, check the status of circulation items, and access a clipboard feature allowing for search tracking.

Our most recent update added a new feature that allows a hold request to be sent.  The librarian will then place the appropriate book on hold for the patron.  In addition to this new feature,  we updated the user interface.

Managing your Inventory

Around this time of year, many of our libraries are beginning inventory control.  We have created a step-by-step guide to help ease this process.  Below you will find the steps needed to manage your inventory, print inventory reports, and reset your inventory, as well as some tips to help you through the process.  

The LibraryWorld Inventory module allows you to take inventory of your collection by entering the barcode number of each item that is on the shelf.  You may then print an inventory (missing items) report.

This process consists of four steps:

1. Enter the barcode numbers of items in a specific section of your library.

2. Run the inventory report for the section of barcodes you just entered.

3. Correct all errors for the inventoried section.

4. Press the reset Inventory button to clear the inventory flag from the items scanned.

There are two ways in which you can enter barcode numbers.  The first way is to scan/type them in one at a time.  

To enter one number at a time:

1. Open the library and select the Inventory module.

2. Type or scan in a barcode number.

3. If a number is not found in the library, an alert will appear.

4. Continue entering numbers for a location or logical call number section of your library.

The second option to enter barcode numbers is to scan large numbers of barcodes into a plain text file and upload them into the program all at once.

To upload a file:

1. Using a scanner, keyboard, or portable unit, enter multiple barcode numbers into a plain tex file.  The file must contain plain text characters with each bar code number separated by a carriage return.  For example:

6000

9523

3454

4476

2. Open the library and select the Inventory module.

3. Select the ‘Upload an Inventory File’ link.

4. Click the ‘Browse’ button, navigate to and select the rule containing the barcode numbers.

5. Click the Submit Query button to load the file.

6. If there are errors in the file, an alert will appear with a link to an error page.  Print the error page.

If you would like to print an inventory report:

1. Select the Inventory module.

2. Go to Step Two.

3. Enter the individual branch, location, or call number section for which you want an inventory report.  Branch, location, and/or call numbers must be entered to run a report.  If you don’t use the branch or location fields in your records, simply leave them blank.   

For example, if you just scanned all the books in the 300s, simply enter 3.  The program will create an inventory report for all missing items who call numbers begin with 3.

4. Click the submit button.

5. The inventory report will include those items that are missing— meaning they have the status ‘IN’ but were not scanned during the inventory process.

6. The inventory report is displayed in a separate window for easy printing.

Resetting the Inventory

After printing an inventory report, you can reset the inventory  number file, which clears the numbers that were entered.  If you have a small library, under 10,000 records, you may want to do a reset after the entire library has been inventoried.  In order to keep the performance at an acceptable level, larger libraries may want to do a reset after each major section of the collection has been inventoried.

To reset the inventory number file:

1. Select the Inventory module.

3. Select the ‘Reset Inventory’ link in step three.  The inventory rule will be reset.

Updating Your Account Information

It is always a good idea to review your online account information and make sure it is up to date.  If you are the owner of the library, your account information is used to send renewal notices.  If you need to update your account information you can do so by clicking on the 'account' link, in the upper left hand corner of the web page, then click on the 'profile' link.  It is important to make sure all information is accurate and up to date.  If any changes were made, be sure to click to the 'save' button.

It is also a good idea to review your passwords.  Passwords should contain both letters and numbers.  Please, no special punctuation.  If you wish to change your password you may do so by clicking the 'account' link and then click on the 'password' link.  

Please take the time to review your general settings as well.  To edit your general settings, click on the 'settings' link located on the left hand side of the screen. Next you'll want to click on the 'general' link.  Here you'll be able to edit general information associated with your library, such as address, phone numbers, and days and hours that your library is open.  The library general settings are used for library specific reports, letters, and notices. For instance, the patron overdue letters will have the return address of the library, located in general settings,  and not the address in the main user's account. 

Temp Due Date Now Available for Renewal!

A second feature from our recent poll has been integrated into our service.  You can now set a Temp Due Date for renewals.  This new feature can be found in the circulation module using the Renew button.  Click on 'Temp Due Date' button to set a temporary due date.  Once set, the button will change to  'Clear Temp Due Date.'  The checkout temp due date and the renew temp due date are exactly the same.  Saving and clearing in one does the same for the other.  It is important to note that temp due date doesn't effect the Renew or the Renew All functions in the Patron module.

We're not counting but, two features down and three to go from the top 5 feature list.  Next up, report printing from the manage clipboard.

LibraryWorld Team

New Feature: Holds and Reserves by Patron Name

We are pleased to announce that one of the top feature requests in our recent poll has been implemented.  You can now place an item on hold or place a patron on a reserve list for an item by using the patron’s name instead of their barcode number.  This works in a similar fashion to the checkout procedure.  If there are multiple patrons with a similar name (it searches with right hand truncation so you can enter a partial name}, a list of names will appear.  Simply click the correct name and the process will continue.

Up next for development is allowing the temp due date to be used for renewing an item.