introduction to aleph university of knowledge may 15 – 16, 2003 doron greenshpan
TRANSCRIPT
Introduction to ALEPH
University of Knowledge
May 15 – 16, 2003
Doron Greenshpan
Intro to ALEPH2
Session AgendaStage 0: ConceptsStage 1: Naming and Numbering ConventionsStage 2: LinkingStage 3: Modules and FunctionsStage 4: Oracle and ALEPH TablesStage 5: Definitions – Item, sublibraries and Call NumbersStage 6: Directory tree overview
Intro to ALEPH3
Stage 0: Concepts
Intro to ALEPH4
Oth
er Unix
Directories
The Rough Guide to ALEPH
Oracle database
BIB
libra
ryA
DM
libra
ryA
UT lib
raryH
OL library
Oracle tables
ALEPH tables
ALEPH modules
Intro to ALEPH5
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 ALEPH6
Libraries = Directories and MoreWhen 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 ALEPH7
Libraries = Directories and MoreAnother 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 ALEPH8
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 ALEPH9
Basic Definitions in Context
ALEPH Tables: tables define looks and functionalityof 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 ALEPH10
Basic Definitions in Context
Modules: the Cataloging module lets the user create/modify bibliographic records.
Intro to ALEPH11
Basic Definitions in Context
Modules: the Web OPAC lets the end-user search and view bibliographic and other records.
Intro to ALEPH12
Basic Definitions in Context
Modules: the Search function in GUI modules allows library staff to search and view bibliographic and other records.
Intro to ALEPH13
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 ALEPH14
Stage 1: Naming and Numbering Conventions
Intro to ALEPH15
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 ALEPH16
Library TypesName Code Standard NumberingBibliographic libraries* BIB USM01 - USM09
Administrative libraries ADM USM50 - USM59
Authority libraries AUT USM10 - USM19
Holdings libraries HOL USM60 - USM69
ILL libraries ILL USM20 - USM29
Course Reading libraries USM30 - USM39
*Mandatory
Intro to ALEPH17
Numbering in ALEPH
Unique record numbers:System no. in the BIB libraryADM no. in the ADM library
Unique item number:Barcode for each distinct Item (for example:
each identical copy of a book, andeach issue of a journal, have a unique barcode)
Intro to ALEPH18
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 ALEPH19
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 ALEPH20
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 ALEPH21
The Records in a Glance
BIB
HOL
HOL
HOL
Item
Item
Item
ADM*
SubscriptionItem
Item
Item
* Multi ADMs: for consortium-type libraries only
AUT
(monographs)
(serials)
Intro to ALEPH22
Stage 2: Linking
Intro to ALEPH23
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 ALEPH24
Links to BIB from ADM and HOL
BIB record
ADM record
Links to BIB record
HOL record
Intro to ALEPH25
Stage 3: Modules and Functions
Intro to ALEPH26
ALEPH Modules and Functions
GUI Modules Web clientAcquisitions/Serials OPACCataloging Course Reading and ReservesCirculation Interlibrary Loan (ILL)ALEPHADM
GUI Functions (within modules)ItemsSearch
Intro to ALEPH27
Module DescriptionsAcquisitions/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 ALEPH28
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 ALEPH29
Stage 4: Oracle and ALEPH Tables
Intro to ALEPH30
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 ALEPH31
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 ALEPH32
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 ALEPH33
Stage 5: Definitions - Items, sublibraries and call numbers
Intro to ALEPH34
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 ALEPH35
Items
The Items function is available in the Cat and Circ modules, accessible in each through the Items tab.
Intro to ALEPH36
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 LondonLibrary
Intro to ALEPH37
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 ALEPH38
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 ALEPH39
Stage 6: Directory Tree Overview
Intro to ALEPH40
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 ALEPH41
Aliases and ShortcutsSome Subdirectories have aliases (shortcuts) (e.g., “dt” for the tab sub-directory), which are listed in orange font in thefollowing 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 ALEPH42
The Tree Structure (Top Level)
aleph alephm alephe usm01 usm10 usm50
a16_1
aleph
Local Sub-directories
Directories
Version
etc.