The Utilities module is the heart of the LibCode Suite program, and it is here that you protect and maintain your database. The resource database is one of the largest databases in your organisation, and replacing it would cost thousands of dollars. For this reason, you, as the Librarian / Resource Manager, need to become […]

It’s important to be able to Inload and Outload data. Inloading Data LibCode can inload cataloguing data from USMARC formatted files. The most obvious use for this being the inload of data downloaded from the SCIS online cataloguing database (Inloading USMARC). Outloading Data LibCode Suite can outload cataloguing data in USMARC format. Data can be outloaded […]

This is mainly used to inload SCiS Web Cataloguing Data Select Utilities > Inload-Outload > Inload USMARC Records Locate the file to be inloaded, highlight it and click OK. You will be shown how many records were appended at the bottom of the Utilities screen. If there is less than 10 records to be inloaded you […]

Outload USMARC Records allows users to export their library database for use with alternative programs. To outload records: Backup your LibCode Suite using all forms of backup options available. Add your Filter Details, e.g. you may want to outload all Fiction titles. Type in the name you would like to give your file including the […]

(Utilities > Inload/Outload > Outload Records) This is the text file outload screen: Select the type of outload you want to do here. Set the outload options as required here: Include field names is useful so you can tell which field is which when you are ready to import the data into another database or spreadsheet… can […]

This is where you do all your backing up and any restoring of data that may be required. Below is a quick outline of good backing up procedures, for more information on any of the backups or restore click the links below… Backup Alternate Backup External Backup Outload for CD Restore Backup Outline Backing up […]

The Library/Resource Centre houses the largest single database in the school, and certainly the most costly to replace or repair. Special care needs to be taken with archiving backups to cater for crises such as “global misadventures”, where an incorrect global change could go unnoticed for an entire backup cycle, destroying all unaltered instances of […]

DO NOT interrupt this Backup mid process! (If you do, you will need to call us to fix it) This option also performs necessary housekeeping tasks to ensure that your database is happy.  The tasks include: Packing and Re-indexing the entire database. Updating used thesaurus records so search program can only show Subject Headings with resources […]

This option makes a copy of data AND software to another location (this can be used temporarily if Server / Network is down… you just need to remember to restore the data to the Server once it’s up again!). The Alternate Backup can be done while other people are using LibCode… anytime! The fail safe copy or […]

During this backup unreplaceable data is copied to a USB drive. DO NOT USE CD-R’s to perform this backup (Click here to read about CD-R backups). This backup is done to a removable or portable device OTHER THAN A CD-R. The External Backup can be done while other people are using LibCode… anytime! Should have at least […]

This facility is used when users need distribution CDs. The data compiled in this process does not contain any borrower information; it is merely a portable catalogue. Setting up a Catalogue Distribution Disk… LCSuite > Utilities > Backup/Restore > Outload for CD Yes …. to perform the operation. Use the Browse button to locate an existing […]

Restoring data from a backup… Restoring data can be done for a number of reasons to: Update LibCode Suite with newly converted data provided by LibCode Library Systems. Add to the catalogue database when using a non-networked computer for cataloguing. Restore data from previous backups after data corruption or other problem. Restoring Data… To restore […]

If you are using LibCode 7 Stage 3 then you will need to read this… This procedure is set up to ensure that your backups are all completed in one session.  These backups include External Backup, Alternate Backup and Main Backup.  The All-in-One backup usually takes about five minutes to complete so you should run this […]

This sounds a little weird but what it does is necessary to keep your database up to speed.  The Pack is built into the Utilities > Backup-Restore > Backup option and needs to be done everyday the database is used. The Pack All will: Remove any records marked for deletion (entries in Red) in the Thesaurus, Data Entry, […]

This option is greyed out and can only be run with the direct instruction from the LibCode Library Systems’ Support Team.

This is part of the normal daily Utilities > Backup-Restore > Backup option. Reindexing will ensure that the data and index files are in alignment.  If you have had a power dip or surge and find  ????? in fields or your data looks a little odd… a reindex of all files can often be the solution. If […]

Bulk Editing – Updating… LibCode has many features that allow for bulk editing.  Bulk editing is useful when exactly the same thing needs to be changed on several (perhaps thousands of) records.  It is not always possible to do bulk edits but it is certainly worth looking into if you have discovered an inconsistency, which […]

What can be changed using a catalogue bulk update? Authors, Series and Publisher. Department, Site and Location. Classification Number, Main Entry and GMD. Loan Periods. Links. Basic Steps of A Bulk Update Load Utilities, perform the first backup. While still in Utilities, select ‘Update > Catalogue > Update’. Click through the backup warning if you have completed […]

This is an unusual operation because you are actually changing Barcode record information using Catalogue record search criteria… this function was added because it’s often necessary to do this! An example of bulk changing Loan Period details using Catalogue record details as selection criteria would be: F has been placed in the Location field for […]

An example of bulk changing Catalogue record details would be: EQ has been placed in the GMD field for all Electrical Equipment resources. After careful consideration it is decided that the GMD field should be EQE (Equipment – Electrical) so they can be brought into line with the Equipment – Mechanical that have a GMD […]

Use the steps below to delete unused SCIS records only after you have edited all those that need to be. Go into SCIS/ Edit in Data Entry and check the number of records present, write this number down. Load Utilities and do a Backup (just the first option). Once the Backup is complete, click the Update […]

From time to time it is a good idea to use the various options under the Update > Catalogue > Links area.  This will update, check and re-align host entries with the relevant Linked records. Changes may have been made to the host entry and the Link information may have been overlooked.  An example of this would […]

These instructions will step you through completing a catalogue update using a buffer file. Please click the below links for instructions on how to create buffer files. Create buffer file. Create buffers file from Circulation Reports. Steps: Load Utilities, perform the first backup. Select ‘Update – Catalogue – Update’. Click through the backup warning if […]

This area is used to bulk change details that appear on Barcode Detail tab of the Data Entry module. What can be changed using a barcode bulk update? Supplier, Fund, Invoice. Cost, Depreciation, Marker. Status, Status Date, Order Number. Cat Status, Loan Period. Note, Last Stocktake. Basic Steps of A Bulk Update Load Utilities, perform […]

A buffer file is simply a file containing a list of barcodes.  You can make the file using any word processor (and this includes NotePad) or the Utilities > Setup > Buffer File option and then use the barcode list as selection criteria to make changes to your database.  This option is definitely the go if you […]

An example of changing Keywords with bulk edit would be: MOTOR CARS has been added to several resources as a keyword but since it is a valid subject heading it has been decided to change all instances of MOTOR CARS as Keywords to CARS. Steps for bulk edit of Keywords… (ALWAYS backup before doing ANY […]

An example of changing Subject Headings with bulk edit would be: “CARS” has been given to several books and the decision has been made to change this on all resources to the SCIS valid “MOTOR CARS” heading. “CARS” needs to be changed to “MOTOR CARS” on all resources. Steps for bulk edit of Subjects… (ALWAYS […]

It is very unlikely you’ll be doing a bulk update in the Thesaurus unless we’ve sent you a page of instructions to sort out code changes. The update process is the same as all the other bulk update methods… Set Selection Criteria and click Apply button. Check the list of records displayed to make sure […]

Under this option you can globally update or bulk change information relating to the circulation of resources. As you can see there are a number of options to choose from: Each option will perform a global or bulk change of some description… always do a backup before bulk editing your data! The options include: Borrowers – […]

Sometimes it is necessary to change borrower details in bulk.  Any time you need to do the same thing to lots of borrowers it might be possible to save yourself a lot of time by doing the changes in bulk via Utilities > Update. Some examples: Changing Group/Class in bulk: Miss Smith the year 1 teacher […]

A couple of examples of Bulk Deleting borrowers… At the end of a year there might be a whole Group or even Level of borrowers that need to be removed. Removing Left students at the start or end of a year (keep students with outstanding loans). *** NOTE:  Remember to BACKUP first in case you […]

To delete any unused groups from the system: Open Utilities and do a backup Stay in Utilities and click on Update > Circulation > Unused Groups This operation will not remove any group with borrowers still attached so you might like to use the Borrower update function to move borrowers into other groups or you could do […]

This is option is used to bulk return loans in bulk AND to deal with Unreturned loans in bulk! Not often used and you might like to discuss this option with the LibCode Office before using it… MAKE SURE you do a backup before using a function like this! VERY HANDY! This option now marks […]

This option will permanently remove any ‘orphan’ loans that no longer have a borrower attached or the title has been deleted.  This can occur when indexes are corrupted, a resource has been culled using a buffer file or the borrower has been deleted with loans still outstanding (possible in earlier versions). Cleanup Loans is one […]

Previously called Deleting Loan History in the old DOS LibCode, Prune Returned Loans will remove any reference to a returned loan prior to a selected date. Used to cleanup Loan History when it gets to be usually over 5 years old…

It’s the beginning of the year and your ambitious readers were reserving books as if there was no tomorrow.  It’s now term 2 and there is a pile of uncollected reservations that continues to grow regardless of how many notifications you give out and other borrowers would like to read the book. By using the […]

Synchronising Borrowers with an in-load file (In-loading borrower information from another computer system). These are the Office Systems we have setup a standard process for: *** IMPORTANT NOTE*** These instructions may have been created for old versions of Office Systems. The important information is: – The number of fields in the file you are creating […]

Some things to do BEFORE you start: Backup Before you start!!! (an Alternate or External backup is perfect because it’s quick!) Load LibCode > Utilities > Backup/Restore… Alternate or External Backup Remember where the backup is so you can restore Circulation Only  if there is a problem with this process… If you do the normal […]

There are a few things you need to do before you begin this process: 1.  Do a system BACK-UP 2.  Check ALL Student borrowers have the Sims Student ID as their “Borrower number” 3.  CHECK your data after the synchronise… if there is a problem DON’T use Circulation. Instead, restore your circulation data via the […]

PLEASE NOTE!!! Backup BEFORE you start Check ALL Student borrowers DO HAVE the Office System Enrolment Number as their “Borrower No.” in the LibCode Circulation system. CHECK your data after the synchronise… if there is a problem DON’T use Circulation… (Restore your Circulation data from the backup you made… or call us for help!) Now… […]

PLEASE NOTE!!! ***Backup BEFORE you start *** Check ALL Student borrowers DO HAVE the Office System Enrolment Number as their “Borrower No.” in the LibCode Circulation system… (If your are starting from scratch obviously this does not count!) *** CHECK your data after the synchronise… if there is a problem DON’T use Circulation… (Restore your […]

Login to OneSchool Reports / Student Management / Lists… Select Dynamic Student List Report Scroll down and tick the following fields: Year Level, Roll Class, Date of Birth, Age, Sex, MISId, Residential Address Select Excel as the Report Format, then select Generate Report You will then be asked ‘Do you want to Open or Save […]

Login to OneSchool Reports / Student Management / Lists… Select Dynamic Student List Report Scroll down and tick the following fields: Year Level, Roll Class, Date of Birth, Age, Sex, MISId, Residential Address Select Excel as the Report Format, then select Generate Report You will then be asked ‘Do you want to Open or Save […]

This function can be used to import Borrower Barcodes from a different file if you get this information from a third party (like an ID card company). After selecting the Borrower Barcode function from Utilities > Update > Circulation > Borrower Barcodes > Text File you have to select a file that contains the details you will be using […]

Items can be culled from the LibCode database in two different ways, by selecting the records by Barcode Status e.g. ‘W’ or by creating a Buffer File. Cull Items by Barcode Status Cull Items by Buffer File There is an additional way to Cull Items from the database, but this doesn’t allow for a ‘cull […]

These instructions step you through culling items by Barcode Status. This can be useful after a stocktake, at the end of a year to delete all those records marked as Written Off or if you require a Cull Items Report. Marking Items as Written Off: Open LibCode / Text Tracker Suite and Data Entry. Choose […]

To cull items in bulk you will need to create a Barcode Buffer File. The below instructions step you through creating the buffer file and culling the items. Creating a Buffer File of Items to be Culled: Open LibCode Suite and Utilities. Choose Setup and Buffer File. Zap or type in barcodes of items to […]

Each time you perform a global change that involves barcodes details it is necessary to Reset the copy count for all resources.  You do this by going to Utilities > Update > Reset Copies. This procedure will match the total number of copies on the catalogue details screen with the number of available copies from […]

This is a special function to repair a corrupt database. Never use unless specifically instructed by LibCode Support Staff.

Within the Utilities module of the LibCode Suite you can view, print and save many different forms of reports. There are all sorts of other reports available in LibCode via Circulation Reports, Data Entry Reports… *** Don’t forget the Enquiry Module Reports and Data Entry Catalogue tab that has a Report Generator tucked in behind the display […]

Accession Register Report allows you to print a list of resources within a specific range of accession numbers. Once the accession number parameters have been set the report generated will list the following details – Accession Number. Barcode. Title. Place of Publication. GMD. Call Number & Site. Status. Acquisition Date (and if applicable the Status […]

There is no report specifically written for this purpose but you can do this if required by repeating the following steps: Go to Circulation and then into Borrowers. As you view that list you can tell by looking at the borrowers who has loans and who does not. (Bold = HAS loans…) Click the Group […]

Barcode listings can be used to print a list of specific resources contained in a particular area. The advantage of a Barcode Listing in Shelf List order over a Shelf List is that you get each individual copy of a resource listed. This allows the positive identification of each barcoded copy of a resource, not […]

Audit Lists (Supplier) will generate a report detailing resources purchased from various suppliers during a set period of time. This report will group and display the following information: Supplier Details including: Invoice Number. Sub-totals and totals for both invoices and supplier. Total cost of all Acquisitions. Average price of each resource. Resource Details including: Accession […]

Audit Lists by Fund allow you to print a list of resources purchased with specific funds. This report lists: The Fund. Invoice Numbers. Accession Number. Barcode. Title. GMD. Acquisition Date. Supplier. Cost. Sub total and Total. Average price per book. Example… The P & C Association has been generously allocating $5,000 for the past three […]

The Shelf List Report allows you to print a shelf list of resources for manual checking. When you first open this report you will notice that on the left hand side of the screen the fields are blank – this is the lowest possible value.  On the right hand side the fields are full of […]

This report is a great way to check out your collection for stocktaking, collection analysis and data consistency. Load Utilities. Select ‘Reports / Collection Statistics’. The report will now load displaying all sections broken down by Department / Site / Location… and number of barcoded items in each section. Here is an example report with […]

From time to time it is a good idea to check the Used Keywords List for data consistency.

Printing Spine Labels: If you have created a Buffer File to print your spine labels refer to the instructions below. Use the selection criteria to define the resources you wish to print labels for.  In most cases you would use either the Acquisition Date from the 1st Catalogue field drop down or an Accession Number range from […]

Borrower Barcodes can now be printed either by Group or by Level.  This facility is very handy if your school is only small as it eliminates the need to purchase specific Borrower Barcodes.  The lists that are generated can be kept in a display folder on the circulation desk for easy reference, particularly when classes […]

Basic description of Terms used in Customizing Software… These tables need to be created prior to any data entry.  By entering this information into tables the chance of inconsistent data entry is minimised. General Material Designation or Description pop-up table (GMD field) Used to describe the type of a resource. Only used for non-book resources. Country […]

The below settings are located under the Authority Files menu. General Material Designation or Description pop-up table (GMD field) Used to describe the type of a resource. Only used for non-book resources. Feel free to add entries to this list as necessary. Generally the Enquiry (OPAC) does not display resources that have no valid Copies […]

When you start typing in resource information, you will notice the GMD field has a drop-down  list of options regarding the type of resource being entered.  This list can be adjusted to suit your resource collection. Note: DO NOT put a GMD on normal books this just adds clutter to the screen and makes the […]

This table is rarely, if ever, changed.  When you start typing in resource information, you will notice the Country field has a drop-down list of options regarding where the resource being entered was published.  The Country of origin can be useful  to point out possible bias of resources regarding a controversial topic.  This list can […]

When you start typing in resource information, you will notice the Department field has a drop-down  list of options to describe the department to which these resources belong. This list can be adjusted to suit your resource collection. Note: You have only 4 characters for the Department code. You have 30 characters for the Description. […]

When you start typing in resource information, you will notice the Site field has a drop-down  list of options to describe the building where the resources are housed.  This list can be adjusted to suit your resource collection. Note: You have only 4 characters for the Site code. You have 30 characters for the Description. […]

When you start typing in resource information, you will notice the Location field has a drop-down  list of options regarding the location of the resource within a Site.  This list can be adjusted to suit your resource collection. Note: You have only 3 characters for the Location code. You have 30 characters for the Description. […]

Yes. Windows 7 on Server 2003 is compatible with Libcode. If your MOE3 involves a change from Windows Server 2003 to Server 2008, you must get a person with appropriate rights to alter the registry on any computer used for data entry of circulation. The address of the necessary document, links and instructions are at […]

Any circulation related settings are located under this menu option. The Circulation settings which can be changed from here are located below: Loan Period Staff Extension Loan Period Extensions and Cut-off Dates Reservation Expiry Check for Overdues (Toggle) Check for Loan Notes (Toggle) Use Replacement Cost Change Circulation Warning Sound Borrower Images Folder

This page will give an overview of how the Loan Period is used to calculate the Due Date and how the Loan- Cut-Off dates and Loan Extensions affect this due date. The different Circulation options related to Loans:        Loan Period        Staff Extension        Loan Period Extension   […]

When adding a barcode (or copy) of a resource to Data Entry, a number automatically appears in the Loan Period field.  This determines the automatic due date of the resource.  The default number can be typed over if necessary, but if the school policy is seven days (instead of fourteen) you can change the “default” […]

The Staff Extension automatically adds a set number of days to the normal Loan Period of a resource for a Staff loan.  For example… if a 14 day staff extension is set and a staff member borrows a resource which is normally allowed out for 14 days, the loan is due back in 28 days. […]

Loan cut-off dates are set to prevent loans after a certain date.  This is usually only used for the end of the school year but can be used for any holiday period.  For example… if a student (or staff member) borrows a resource normally allowed out for 14 days and it is only 12 days […]

This function sets the number of days from the day of reservation that the record will automatically expire (be deleted). Go into Utilities > Setup > Circulation Options > Reservation Expiry Set the number of days for which you would like to keep the Reservation details and click OK. (You do actually get a chance to set the Expiry […]

When returning items in the Circulation module, there is a Check for Overdues check box at the top of the screen.  When this box is ticked a warning message will be displayed every time an overdue loan is returned.  This is useful for schools that keep a list of overdue loans at the Circulation desk which […]

This setting determines whether Loan Notes are automatically displayed when items are returned in Circulation… you probably want this option ON! Steps for Setting Check Loan Notes on or off… LibCode Suite > Utilities > Setup > Circulation Options > Check for Loan Notes… (simply by clicking on the Check for Loan Notes option it actually changes the setting).  […]

This setting determines whether reports use the Replacement Cost or the Cost in the Barcode details section of the record. Steps for Setting Use Replacement Cost… LibCode Suite > Utilities > Setup > Circulation Options > USe Replacement Cost… (simply by clicking on the Use Replacement Cost option it actually changes the setting).  Click it on or Click it […]

To set the Circulation to default to searching by ‘Last Name’ rather than Barcode follow the below instructions. Load Utilities. Select Setup > Circulation Options – Untick the ‘Use Borrower Barcode’ option at the bottom of the list. Circulation will now default into the ‘Last Name’ field when on the lend screen instead of Borrower Barcode.

The Depreciation Rate is an annual percentage of initial purchase cost.  Once set it is used to calculate current value of resources for reports if you opt to include the Depreciated Value.  This function is usually used for Departmental resources when it is necessary to budget for resource replacement Steps for adjusting the Depreciation Rate… […]

There are three levels of passwords that allow varying degrees of access to software modules and functions.  Passwords should be set if there is any chance that unauthorised users can access Library Staff shortcuts (LibCode Menu, Data Entry, Utilities etc.). Level 1 (LibCode Suite Administrator) Provides access to all software functions. Highest level and will allow […]

A Buffer file is simply a list of barcodes that can be used to make changes to data. This is handy when the collection of resources have nothing in common. Some examples of use: Culling – you could scan or type in the barcodes of a bunch of items you want to cull, then tell LibCode […]

Setup Email Settings You will need to find out these details from your Technician before you start: SMTP Host. Email Address. Steps: Load Utilities Select Setup > Send Mail Setup. Enter your host e.g. mail.ilisys.com.au & then enter your email address in the “From” box. Click OK. And that’s it, now you can email all your […]

Using the below steps you can change the Circulation Warning Sound to a more distinctive sound if you would like. Load LibCode Suite > Utilities. Select Setup > Circulation Options. Choose Circ. Warning Sound and simply choose what you think will be the most distinctive warning sound for use in Circulation. This sound will be heard when […]

Setting Up / Changing the location of the Images folder used by Circulation: Load Utilities. Select Setup > Circulation Options. Choose Bor. Images Folder and type in the location of your borrower images. For instructions on how to add borrower images to your borrowers click here. Note: If the borrower photos are already stored on the […]

For Stocktake Instructions, click here.

In version 6.5+ we added the ability to remotely shutdown current users of the software. Why? This is handy if you have users that leave terminals running or keen users that are actually using the software day and night and you never get a chance to do the bulk updates and other Exclusive Use functions. […]

These instructions will step you through returning and marking missing lost loans in bulk. Marking Missing & Return Lost Loans in Bulk using a Buffer File. Double-click on the LibCode Suite icon. Click on Utilities. Select ‘Setup > Buffer File’. Zap in all the items you would like to mark missing. Once completed, save the file in […]