BiblioTECH v8 Overview - BiblioTECH Library System

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BiblioTECH v8 Overview

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BiblioTECH is a comprehensive library management system and if this document does not provide answers relating to your query, please do not hesitate to contact our sales team via sales@bibliotech.com.au for further information.

The BiblioTECH Library System consists of several components

  • BiblioTECH Server
    MS-Windows based "services" which provide the "core" functionality


  • BiblioTECH Web Server engine
    Enables all computers, tablets & mobile phones with Web Browser capabilities to perform searching of the BiblioTECH System


  • BiblioTECH Server "Add-On" services
    MS-Windows based "services" which provide additional functionalty


  • BiblioTECH Client modules
    MS-Windows based "applications" which enable the librarian and users to access make use of the system


  • Access by external applications
    The BiblioTECH server implements an API which facilitates direct access by non-BiblioTECH applications


The following provides a brief, high-level overview of the BiblioTECH Library Management System.


Why was BiblioTECH Developed?
The BiblioTECH Library Management System was developed in response to school Librarians’ requests for the following:

  • An affordable Library Management System

  • Easy to use Windows-based Search module

  • Substantial reduction in Library Administration time allowing more direct contact time


Design Goals of BiblioTECH
In order to achieve these aims, the following concepts and development tools have been utilised:

  • Simple English descriptions are used in preference to the use of technical jargon

  • Up to date graphical user interface design

  • Wherever possible, when multiple items are displayed, a "grid" view is used

  • Common, consistent approach to display operations, thereby substantially reducing training effort

  • High speed development tools and database engine technology

  • High speed backup and compression technology

  • Super high speed search engine technology which can simultaneously search all the fields of a 50,000 book library for any character sequence in a fraction of a second

  • Co-existence with other applications

  • Export of resource data to allow advanced analysis and graphing.

  • Use of “pure” TCP/IP communications thereby remaining independent of propriety technologies.

  • Integrated ‘built-in’ Help system (ie the manual)

  • Ability to utilise a variety of barcode types within a single system

  • Not to encode information into barcodes

  • Be updated regularly so that BiblioTECH remains ‘current’ – both from a librarian’s perspective and incorporating new technological developments.


Platforms Supported
BiblioTECH is designed for Microsoft Windows 7 - 10 and Windows Server 2008 - 2012.
Note : While most of the functionality in BiblioTECH may work on Microsoft Windows XP & Server 2003, these older operating systems are not directly supported.

Additionally, devices with a web browser (such as MS-Windows,
Android & Linux, Apple Mac/iPad and other SmartPhones) can search the BiblioTECH library system via the Web Search engine.

BiblioTECH Server
The BiblioTECH "core" server provides the functionality required by most sites.

  • Full featured server

  • WWW Search service

  • SMTP Email Gateway

  • SIP2 Interface


However, to enable additional functionality, the BiblioTECH server can be extended through the use of "Server Add-Ons". These provide specific extensions to the "core" server to meet local needs.
Some examples

  • "ClickView" External Search engine

  • "DVC" External Search engine

  • "LinksPlus-WebLinks" External Search engine


Client Application
The BiblioTECH "client" consists of application modules ...

  • Search (compulsory on all BiblioTECH Client installations)

  • Circulation Manager

  • Patrons Manager

  • Resource Manager

  • Reports Manager

  • System Utilities


This allows the librarian to setup computers as Search only 'OPAC' machines through to full Library adminstration machines

Search
The Search module is installed on all BiblioTECH client computers and is used by patrons to locate resources held by the Library.
Overview

  • Easy to read

  • Simple to Use

  • There are up to four definable search terms

  • Multi-Level Boolean operators

  • Search using “Start of Word”, "Anywhere within a word”, "Whole Word” or “Phrases”

  • Matching Search terms are highlighted in red

  • Resources on loan are highlighted

  • There are three different ways of viewing the results. Results (Brief and MultiLine) and Detailed View

  • Customisable GMD and GENRE icons are available for visual feedback on the Resource type

  • The search module has several user configurable settings such as:     o Colours and fonts     o The Librarian can define which fields are Searchable under the “All Fields” option     o The librarian can define which fields are displayed in both the multi-line and detailed view

  • The Librarian can decide which BiblioTECH client computers can launch and play Clickview media.

  • There is an option to hide resources that are “lost” OR “on order”

  • Catalogued URL links can be launched directly from search (if enabled by the Librarian)

  • See Also Subjects (Local & SCIS) can be incorporated into Search


Patrons Manager
Patrons Manager is used to maintain the list of those people who can borrow from the Library. The initial view is via a grid (selectable sort order).

When you Add or Edit a patron record, the full details for that patron will be displayed in a panel.
You can :

  • Manually add/edit patrons

  • Import/update the patron list from an excel (.xls), comma separated value (.csv) or a tab delimited text file or from a CASES or CASES21 export file.

  • Import/update the patron photographs which are displayed in Circulation.

  • Edit loan parameters for patrons, levels and groups.

  • Print Group Lists with Barcodes and optional photos

  • Attach ‘comments’ to patrons which will be displayed when the patron is selected


Resource Manager
Resource Manager is used to maintain information relating to the resources held on the system. These resources can be of any type. (eg. books, DVDs, websites, eBooks, equipment, toys, musical instruments, drama costumes, sheet music, electronic documents) Basically, as long as you can describe a resource, it can be catalogued and subsequently searched, circulated and/or reported on.

The initial display mode is Multi-Record (a grid with selectable sort order). If you select the Single mode, the currently selected Resource will be displayed in its own panel.

New resources can be added

  • Manually,

  • Copied from existing catalogue records (two methods),

  • Imported from external files (eg, MARC records downloaded from SCIS), or

  • Direct downloads from SCIS.


Key Features

  • Once catalogued, almost all information in the catalogue record can be amended.

  • Incorporates powerful editing facilities which can allow for records to be amended en-masse.

  • Includes the concept of a “container”. That is, one resource which contains several others. (If a container is circulated, its contents are also automatically circulated along with it)

  • Global Field Value editor

  • An acquisitions system that is aimed at providing an aid to Librarians so that they can track those resources that they have ordered.

  • Ability to export selected information into standard file formats

  • Ability to export Authority Lists

Circulation Client
The Circulation Module is used to manage the daily operations relating to Loans, Returns and Reservations.
It also is used during a Stocktake.
Overview

  • Simple user interface.

  • Multiple Circulation Desks can operate simultaneously.

  • When a Patron is selected, full details of all current loans and reservations are displayed, [any overdues are highlighted and specially entered Librarian messages are displayed]

  • When a Patron is selected, their photo is prominently displayed. [useful for confirmation and security checks – especially useful for new or temporary Staff]

  • Each of a Patron’s loans can have its Due Date updated, reloaned, returned or marked as missing.

  • Current loans, overdues and any reservations for the current selected patron can be printed or emailed directly from the circulation module.

  • Multiple levels of access, allowing “non-librarians” to be allowed to perform specific tasks without full access to the system

  • Patron selection can be by

- Barcode
- Photo
- Surname (full or part )
- Given name (full or part)
- Preferred Name (full or part)
- Group

  • Resource selection can be by

- Barcode
- Title
- Author

  • If the person using Circulation has sufficient rights, they can override the system and allow patrons to have loans past their maximum number.

  • Several loan period options are available

- A Force Due Date which sets the due date to a selected date
- Term, Semester and Year period loans
- “normal” loans
- Once loaned, the Due Date can be adjusted


Reports Manager
While the various BiblioTECH modules provide some printing options, most reports are generated via Reports Manager.
The base data retrieved for every report can be saved to a CSV file for editing or reviewing in an external program (e.g. “MS-Excel”)

Tabular Reports
When you select [Print] the report will be displayed on a “print preview” screen. From here the report can be printed or exported to a PDF/RTF file

Letter Reports
These reports generate ‘letters’ which can then be either sent via email or built into a Microsoft Word mailmerge document.
The letter format and content can be edited via BiblioTECH System Utilities.

Additional Reports can be requested and these can be easily incorporated into the BiblioTECH System
(in some cases a fee may be charged for specific reports)

The various BiblioTECH client modules can also produce specific reports which can be printed and/or saved to a file.
For example Search
(Search Results, Bibliography), Patron Manager (Group Lists including barcodes - with or without photos), Resource Manager (Grid Range printing, Spine Labels, URL Link Check), Circulation (Patron Loans & Reservations) and Utilities (‘History’ Grid Range printing).

System Utilities
This module is used to manage all ‘global’ settings and to perform system functions.

Backup
Each BiblioTECH backup contains all of the data and configuration settings required to re-establish a BiblioTECH system if required.
A backup can be run while the system is operating. Backup files are named based in the date and, as a result, the backup files provide multiple levels of archival. There are two backup options :

Automatic Backup   performed daily by the BiblioTECH server (time can be adjusted).
Manual Backup      performed as requested by the librarian


Libraries
BiblioTECH supports multiple “libraries”. In addition to the five 'system' libraries, a librarian can define additional libraries to the system reflect where they store their local resources
The five 'system' libraries are -

  • “main” which can be renamed

  • “lost” a holder for resources marked as missing

  • “virtual” a holder for non-physical resources (eg web URL links

  • “ordered” a holder for resources which have been ordered – awaiting delivery

  • “workroom” a holder for resources which have been withdrawn from Circulation (damaged, etc)


A librarian can add additional libraries.

Barcodes

BiblioTECH supports a wide variety of barcode formats and it supports the use of multiple barcode formats in the same system (as long as there are no duplicates)

BiblioTECH also incorporates the facility that can print barcodes for use with Patrons and Resources.

Client Installation
"Client Installation" sets can be created to allow easy installation on additional computers.
NB   BiblioTECH licensing is on a per site basis, therefore, you can install additional clients as required.

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