Library Stacks Management Program - Quick Guide (For operators) updated January 2010,

Transcription

1 Library Stacks Management Program - Quick Guide (For operators) updated January 2010, jansung@hawaii.edu As you scan a barcode in the stack, the barcode will be translated to a call number by looking up the shelf list. Then you will be notified if the item is out of order or if it is found with an active status such as Charged or Renewed. 1. Run LSMS. You can name the file however you want. I often use the location and call number range where we are working. 2. Click Start LSMS to begin. Setup Use this button to set up barcode patterns and etc. (For details see LSMS_Setting_up.) You will not see any of the tables or queries when you open LSMS. Click F11 to view tables or queries. 3. Now you are ready to scan barcodes. 1 / 5

2 WARNING! If you scan the very first barcode and encounter the Run-time error message displayed on the right, it means that the LSMS does not have a shelf list. With certain reason, the list was not generated and/or transferred to LSMS properly when you ran LSMSMacro in reports.mdb. It is most likely that you did not successfully connect to the network to access Voyager. Things to check before scanning: 1) Before you start to scan barcodes, make sure that you are in the right location and that the first book you are about to scan is in the right order. (The system generates what books are not on the shelf based on the first book and the last book you scan after each session is over.) IMPORTANT- finish a session by clicking this EXIT button. 2) Before you scan the last book, again, make sure that the last book you are going to scan is in the right order. After scanning the last item click Exit. 2) 1) 3) These two books (the first and the last) will be used to determine what books are not on the shelf in that range. Reminder: Be sure to click Exit when you finish your session; otherwise the system will not log books not on the shelf. 3) All barcodes scanned will be displayed on the screen with corresponding call numbers in the shelf list. TIP: When you encounter problems make sure that the call number on the label and that on the computer screen are the same. 4) LSMS gives you audio responses to your scans. You will hear two sounds when there is no problem: a beep, and the ready sound. You will hear the error sound, which is different from the ready sound, when you encounter a problem. If you only hear a beep, check the c drive (C:\) to see if ready.wav or error.wav is installed or if your speaker volume is turned off. (See the following page for problems you may encounter during a session.) 2 / 5

3 Problems you may encounter while you are scanning barcodes: When you encounter any of these problems, DO NOT scan the barcode again except for the scan errors. Item Not Found When you see this, bring the item to the supervisor for review. This may happen when barcodes are not in the catalog. However, this often happens because the scanned book is from a different location or because it belongs to a different call number range than the one you are currently scanning. 1) Item does not exist in the system at all. 2) There is a discrepancy between the barcode on the book and that in the system. 3) Item is from a different location or different section. Wrong order When this happens, examine the area where the item is scanned to determine which book to move, the one you just scanned or the previous one. Occasionally, you will end up with moving several books in a row. If it looks like there is no problem based on call numbers on the spine labels, check the call numbers displayed on the screen to see if there are any label problems. Move previous item - Move the book scanned previously. Move Current Item - Move the one you just scanned. Do Nothing: Once in awhile you need to choose this button. Item found with active status When you see this, bring it to the supervisor for review. Scanning Error If this happens, simply click OK and rescan the barcode. 3 / 5

4 Another Run-time error: If you encounter the following problem when you scan barcodes, you cannot do anything but closing LSMS. The apostrophe ( ) in the enumeration field caused the problem. Click END and x-out, you will see the following screen. Click End again. Now you can close the program. Reopen LSMS, skip the book causing the problem, and start with the following book. 4 / 5

5 Reviewing books found with active status or books not on shelf Books with active status While you are scanning books in stacks, books found with an active status will be logged in the table called tbllog_activestatusitem. However, sometimes operators scan the same book more than once. Then, it will be logged as many times as it is scanned. The query qunique_acivestatusitems will de-duplicate it. In the example, you see that the total number of items found an active status dropped to 4 in qunique_acivestatusitems from 6 in tbllog_activestatusitem. Books not on shelf After each session is over, the system logs books not on shelf identified during the session in the table called tbllog_notonshelfitem. Sometimes books are not scanned because they are mis-shelved. They will be scanned in a later session eventually. These books should be removed from the list. An area accidentally scanned twice will result in duplicate logs. These books should be counted only once. The Query quniquetrue_notonshelfitems takes these factors into consideration and provides only items which should be reviewed. The number of items in tbllog_notonshelfitem is 249, which drops to 181 in quniquetrue_notonshelfitem 5 / 5