C2 Library System. C2 provides a comprehensive set of integrated functions to satisfy all libraries. Modules include:

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1 C2 Library System A New Generation Library automation technology has been experiencing a paradigm shift over the last decade. Libraries have moved on from simple circulation and housekeeping systems and are looking for modern, flexible systems that can cope with all aspects of library management. They also wish to deliver information in text, sound and image formats and interfaces that no longer look 20 years old. C2 - The New Generation Designed from the ground up, C2 goes beyond the traditional legacy systems. Built on true client-server architecture, C2 provides a GUI interface that requires minimum patron training and staff will find the system easy and intuitive to use. C2 Modules C2 provides a comprehensive set of integrated functions to satisfy all libraries. Modules include: OPAC Circulation Communications Cataloguing Acquisitions Multimedia Security Serials Control SDI Multiple Catalogues Facilities Bookings Reference Databases Inter-library Loans Reports Multilingual Capabilities C2 is designed to store data and operate in multiple languages. The system can be translated into many different languages, and has the tools to let the library accomplish this. Staff and patrons can choose a language to navigate the system with. The C2 database engine also handles multiple language contents. Searching Functionality Users are able to search using simple or expert search criteria. Search results are ranked according to the user s request. Dynamic hypertext navigation, available in OPAC and the Web OPAC, allows users to select words in a record and use them to continue to search through the database.

2 OPAC OnLine Public Access Catalogue The OPAC provides three levels of searching to the user; Simple, Easy and Expert. The OPAC can also act as the main front-end menu for other databases and applications, such as networked CD-ROMs, the Internet etc. Search Options Simple Search Uses relevance ranking, eliminating the common failed search problems such as no hits found or too many hits found Easy Search Users can search for text in all fields or limit searches to selected fields. Expert Search Offers all searching features, including relevance ranking and Boolean operators. Searches can also be limited to specific types of material and browsing facilities are available. Dynamic Hypertext Navigation Users can navigate around the database using a hypertext-like system, moving forward, branching and re-tracing their steps at will. A user can select words in a record and use them to continue to search through the database. C2 provides the user with a completely dynamic ability to select search terms, moving beyond the pre-defined green hyperlinks commonly used for searching static CD-ROM databases. Search Types Retrieved records are automatically ranked according to their relevance to the user s request. Records that are highly relevant are ranked first, followed by records that are less relevant. Since the most relevant records appear at the top of the list, users do not need to look through long lists to find records of interest. Multilingual Navigation Basic search navigation, button labels and other screen information can be set up in any language. Patrons and staff can specify which language to run C2 in at any time. User Information Users are able to view the circulation status and order status of all materials. They can view their own details, status and borrowings. Borrowers can place their own reservations from the OPAC screen. Comments and suggestions can be sent to library staff. Users can print individual bibliographies.

3 WEBOPAC WEBOPAC The C2 Web OPAC enables users to access the C2 database through a web browser. The functionality is similar to the OPAC module. Users can use the simple or expert search to retrieve information and reserve items. They are also able to view their own borrower records. Intranet & Internet The WEBOPAC is accessible both through an intranet and the internet. Staff can obtain useful statistics about what users have been searching on and how many times the WEBOPAC has been accessed etc. Search Options Simple Search Enter the text to search by and select the field in which to complete the search. Expert Search Allows users to restrict searches to one entry type, select which branch to search in and include boolean operators across multiple fields. C2 Web OPAC also keeps a list of previous searches within a session. Retrieved Information Search results are displayed in sets of five records. Clicking on a record displays record details, including location details. Users are able to reserve items and use bibliographic details to search for similar records using the navigation functionality. Dynamic Hypertext Navigation When viewing bibliographic records, users are able to select text within records and use them to continue to search through the database. This approach enables users to move forward, sideways or even backwards when searching for information. Selected words are automatically placed into a new search. Customisable HTML The html is fully customisable by the library to include images and information pertinent to the library.

4 Relevance Ranking Relevance Ranking C2 is among the few advanced library systems employing relevance searching capabilities. Most users look for information about a particular topic. Often, the queries are vague and fuzzy. Relevance retrieval provides a mechanism with which the system determines the degree to which the retrieved records are relevant to the user s original query. Term Weighting Relevance ranking is a process by which C2 assigns significant values to each search term used in the query. Each document retrieved during a search is assigned a weighted value. The retrieved documents are then ranked in descending order according to the weighted value. The ranking algorithm used in C2 is based on the inverse document frequency (IDF) formula, where search terms are assigned a higher weight if they occur less frequently in the database and more frequently in documents. The term weighting is calculated on a logarithmic scale. Dynamic Maintenance The database term metrics are maintained dynamically by the C2 relevance indexing system, so that term weightings always reflect the true weight of the term in the database. The term metrics are automatically recalculated to reflect the database content as it changes from day to day. Benefits to Users Retrieved records are ranked according to their relevance to the user s request. Records that are highly relevant are ranked first, followed by records that are less relevant. Since the most relevant records appear at the top of the list, users do not need to look through long lists to find records of interest. Boolean Limitations Most library systems in use today employ Boolean searching techniques to control the search results. One of the main problems with using Boolean logic in search queries is that it is too complex for untrained users. Intermediary and trained staff carry out most on-line searches. Another problem is that Boolean searches effectively splits the database into two sets of documents; one set which match the query and the other which does not. There is no mechanism by which the user can judge the degree of relevance of the retrieved documents.

5 Digital Multimedia C2 & Multimedia C2 is designed as the centre of an electronic library where information such as images, video and sound can be included easily. Images such as book covers can be part of a catalogue record and can be displayed on the OPAC screen. Content pages can be scanned and displayed. Access is directly available via URLs to the Internet and to external files, from the bibliographic record. Multimedia Support Excerpts of sound and video recordings can also be attached to catalogue records. Collections of slides can be stored and the images displayed. OPAC users can access all image, video and sound clips stored in the database. Templates C2 allows media-specific catalogue formats to be set up so users can easily handle many types of materials and different cataloguing levels in the same system. The library has complete control over the format of the records. Authority Files C2 allows authorities to be created on any field in the catalogue database. Authority Records are stored in full MARC format and C2 allows control over record setup and content. Cross-referencing between authority records is supported. Authority records ensure data is entered accurately and consistently, and also provide a lookup facility as a shortcut for data entry into the catalogue. MARC & Non-MARC C2 is a full MARC cataloguing system with all the flexibility of non- MARC cataloguing. Catalogue records are stored in full MARC format. Imported MARC records are not stripped or restructured. The C2 system can be set up to support either the ALA or ANSI diacritic character set. C2 allows multiple data entry templates to be set up and multiple MARC fields to be defined. This creates great flexibility in handling different types of materials and levels of catalogue detail in the same system. Cataloguers can also add their own non-marc fields to the records. The library staff can select a subset of MARC fields to be displayed and can also assign their own field labels. Users may switch between MARC or non-marc format when viewing records.

6 Acquisitions Ordering and Workflow C2 handles electronic ordering and receipt and payment of items, desiderata or wish-list purchasing and standing orders. This includes book and non-book materials, donations and exchange materials. An audit trail is keptby item, order, fund, buyer and financial period or user specified time frame. The status of an order can be identified from the bibliographic record, or within the Acquisitions module, or by report. Suppliers The acquisitions module includes a supplier file on-line that allows multiple contact points within one supply organisation. Analysis reports can be created to provide information and statistics on suppliers. Suppliers can be assigned subject or material type specialites and can be given a preference rating, assisting in selecting the most appropriate vendor. Currencies C2 has a currency conversion table with the ability to store unlimited currency conversion figures. These figures are used to convert foreign prices to local prices, and to keep fund balances up to date as currency exchange rates alter. C2 maintains a history of all changes in the conversion rate for a particular currency. Funds The structure provides control over budget expenditure and has the flexibility to allow fund adjustments and transfers. Fund control features include warning of near depletion, warning of expenditure outside the authorised limit, and blocking of expenditure from a fund when required. Payment for an order can be split across several currencies. Claim Procedures Claim procedures ensure that operator follow-up work requirements are kept to a minimum where orders are short supplied.

7 Borrowers Borrowers The borrowers database is used to keep information, including: Items borrowed Items placed on reserve SDI profiles Account information Borrower details (including pictures) SDI / Current Awareness The selective dissemination of information (SDI) feature automatically traps new information entered into the system, and advises users of the new information with matching subjects of interest in their profile via the OPAC. Flexibility The borrower database fields are customisable by the library. Fields may be defined as variable or fixed length, have pre-set options and default values, and contain customisable prompts. Borrower Accounts A borrower account is a series of transactions, either charges or payments. Charges may be generated automatically, such as fines, or added manually, such as photocopying charges. Transactions include waived and credit amounts and payments made against charges.

8 Circulation Transaction Processing The circulation system controls the location of material that is borrowed from the library. The system has a fast transaction processing system for processing the circulation of material, with most transactions having sub-second response times. It supports all formats of barcode and OCR labels, and most commonly used wedge style barcode readers and laser scanners. There is support for subscription, issue and overdue charges and C2 has a fully automated reservations system. Features Issues Renewals Returns Reservations Subscriptions Issue Charges Fines Transfers Borrower Traps Borrower Accounts

9 Communications Communications & Importing C2 provides various forms of communications for connection to external host computers, databases and communication systems. MARC records from remote systems may be captured and transferred into the C2 database. Features The following features are supported. Database transfer Dial-up and direct connect Terminal emulation Record on-line sessions Session editing Options Z39.50 access client and server SNA-3270 communications WWW OPAC server Z39.50 Z39.50 is a standard network protocol used by libraries to allow the transparent linking of different systems for searching and retrieving bibliographic records from remote databases. Users can access a remote site such as the Library of Congress, locate and download records directly into C2 s cataloguing module. C2 provides this protocol as an option. The Z39.50 server enables other libraries to access the C2 database. The Z39.50 client software allows C2 to access other library databases.

10 Reports Crystal Reports Reporting in C2 is accomplished with the use of a third party product called Crystal Reports Professional. C2 comes with a full version of Crystal Reports, and users are able to print the standard reports supplied with C2. Why Crystal Reports? Crystal Reports is hailed as one of the best report writers currently on the market, and is widely used by many products throughout the world. Standard Reports There are many standard reports that come with C2. Thsy can be customised using Crystal Reports Professional. Users familiar with Crystal Reports Professional and ODBC queries are also able to design new reports. Training Contec Group International Ltd. provides optional training courses for Crystal Reports Professional specifically geared towards report writing in C2.

11 System Management C2 Customisation System parameters allow each library, site and user to alter the way C2 looks and behaves. Entry types allow staff to create and customise templates for library items such as bibliographic, borrower and authority records. Screen text and help dialogs are also customisable for all screens in C2. Database Restrictions C2 s access restrictions allows each staff member to be restricted at database, record and even field level. Management functions can also be limited for each user. OPAC Security Users are unable to alter data from the OPAC module. They can search for information and place a reserve on items. Access Control C2 has its own security system. This controls access to all functions of the system, and gives each staff member a unique set of operational rights. It also provides complete access control on viewing fields in individual bibliographic records. This feature can be used to limit access to certain database information to individual users or user groups.

12 Database Architecture Shared Database C2 is built on a shared database that holds all library information. The high performance level ensures fast access to all information. Records are available immediately after entry. Catalogue records are stored in variable length fields to minimise storage space. C2 also supports multiple bibliographic databases. Full Text Retrieval C2 s searching capabilities are built on an innovative full-text retrieval system. This makes retrieval more powerful than most other library systems. It allows the library to store data in user-defined variable formats, in catalogue and free-text records, while retaining the power to search them at will. Full-text retrieval eliminates the need to determine what terms might be indexed in the future. Data is future-proofed and enables users to retrieve information using criteria not specified at data entry. Native File System C2 maintains the database as a collection of files within the native file system of the server hardware platform. User flexibility, security and independence is maximised when existing utilities and facilities can be used with the database files. The server uses sophisticated caching and index compression algorithms to minimise the amount of data transferred to and from user workstations. Ultra-high User Concurrency The C2 server incorporates new indexing technology that allows a very high level of concurrency among clients without jeopardising data integrity. Record-level locking controls interaction between simultaneous data entries.

13 Technical Information Development Language C2 is developed in C++. The system is developed using object oriented programming techniques. Indexing Structures Data is retrieved using C2 s specially developed Superdex system, a unique multi-level full-text indexing system. The Superdex stores indexing information and dynamic database metrics that are used by the relevance ranking system. File Size & Record Numbers The maximum size for any single database file is 4Gb. The maximum number of records stored in a database file is four billion. Typically, a 4Gb database file will store approximately 4 million MARC catalogue records. There is no limit to the number of databases that can be set up in a C2 system. Operating Environment Client Workstations: Pentiums running Windows 95 / 98, NT 4.0 or Windows 2000 Server: Windows NT 4.0 or later Citrix Winframe or Microsoft Terminal Server + Citrix Metaframe Network Protocols TCP/IP between server and client

14 Serials Serial Procedures The serials module controls all aspects of the accessioning and allocation of serials. The module is designed to require little or no maintenance by library staff for management of serial receipts once the serial record is set up correctly. Serial Frequency Serials can be handled regardless of their frequency. Flexible editing at check-in time makes the management of irregular serials or supplementary issues a simple process. Serials & Acquisitions The comprehensive acquisitions module of C2 allows for multiple copy ordering from multiple suppliers, fund splits, automatic location allocation, bulk renewal and cancellation of subscriptions. By creating a supplier report, staff can determine performances, discounts and actual costs for each supplier. Prediction Lists A prediction list, generated at the time of subscription, controls the expected arrival of material, alerts the user to late arrival of stock and can be used to determine what to claim for. A claim notice can be generated. Serial Routing & Alerts Serials can be routed through the creation of distribution lists. Content pages can be scanned and attached to a bibliographic record. Electronic alerts via SDI can be assigned to borrowers, who can then choose which serials may be of interest.

15 Facilities Bookings Bookable Items The optional Bookings Module provides the facility for users to book in advance such items as special videos, overhead projectors, conference rooms, in fact anything with a C2 catalogue record flagged as bookable, and to specify the start and end date and time for the booking. Integrated with Circulation The operation of the Bookings Module is integrated with circulation (Issues and Returns) and an item may not be issued if it is booked by another patron. Customisable Periods and time breaks, which items may be booked, how long they may be booked for by patron type, along with other operational aspects may all be set up according to an individual library s requirements. Easy Viewing of Bookings The user may easily see what bookings exist for any item, when they are booked for, etc - either by patron or by item. Users with the required security can change or delete bookings if required.

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