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					                   INTRODUCTION
This “Getting Started” guide is intended to introduce you to the BASIS
Techlib solution for the problem of library, information and knowledge
management.

The solution, Open Text’s BASIS Techlib (or simply Techlib, as it is usually     Techlib is a powerful and
called in this guide), is a modular system built upon a sophisticated            versatile solution for managing
relational database. Techlib is used by traditional libraries and information    information resources
centers, along with web sites and intranets, to organize and disseminate a
vast array of information resources. Techlib is particularly well suited for
the special or technical library, which is a library supported and
administered by a business, association or government agency (which we
refer to in this guide as the “organization” or “enterprise”) to meet the
“special” needs of its members or staff in pursuing its organizational goals.
The resources selected for management are “special”—limited to the
subject interests of the organization.

Information resources come in a wide variety of forms: books, journals,          The “library” is expanding in
magazines, video/audio tapes, web site links, online databases and
                                                                                 scope
information services, CD-ROMs, video and audio objects, as well as
reports, policies and procedures, and other documents generated internally
by the organization. When properly organized and managed, these
information resources are transformed from a welter of disparate data into
a coherent, usable knowledge base, a “library without walls” that expands
the scope and usefulness of traditional libraries or information centers.
Our use of the terms “library” and “information center” throughout this
guide to describe those implementing Techlib is not intended to be limiting;
many enterprises without a department officially called the “library” or
“information center” have to deal with the challenge of managing
information that is solved by Techlib.

This problem is often called information or knowledge management. An             Information and knowledge
enterprise that works to extrapolate more and more value out of                  management are key
information by properly organizing the information and providing                 organizational problems to solve
innovative tools to disseminate the information to the enterprise’s
employees, contractors, partners and customers is taking advantage of
information and knowledge management to assist it in its goals. By making
this investment, the enterprise can create some valuable “knowledge assets”
to supplement its traditional physical assets like factories, machines and raw
materials.

This guide is intended for a fairly broad and varied audience, that will         The audience for this guide will
include those familiar with other tools for automated information                include novices and experts in
management, those familiar with the traditional library and information          automated information
center environments, and those familiar with both. The audience will also
                                                                                 management
include those familiar with neither, but who see a need to organize and
manage the wealth of information resources available from new and
traditional sources, including the Internet and enterprise intranets.


GETTING STARTED WITH BASIS TECHLIB
                                                                                                              5
                                      Throughout, an attempt has been made to explain terms familiar to
                                      information specialists that may be new to this portion of Techlib’s
                                      audience.

  Overview of Techlib as a            This guide starts with an overview of Techlib and its components and of
  knowledge management tool           the needs and nature of Techlib’s users. It is not intended to give the
                                      specific details of using the application, but to suggest how the functionality
                                      of each component fits into the larger picture of information and
                                      knowledge management. Both novice and expert users of information
                                      management systems will find this useful and informative.

Configuration Setup details options   The central section is also important to users of Techlib, and discusses at
you can set to configure the way      length the information required to properly configure Techlib to handle the
Techlib manages resources and makes   information resources available and to meet the needs of the user
them available to users               population for that information. The Configuration Setup section provides
                                      worksheets to help you gather the required information to feed into
                                      Techlib.

 Data conversion gets historical      This guide also provides descriptions of the process of converting existing
 information into Techlib             library data in the Data Conversion section. Again, worksheets are provided
                                      to assist users who need to carry out such conversion.

 Implementation Planning              The final section of this guide, Implementation Planning, will be of interest to
 elucidates the process of            all users but most valuable to those who are unfamiliar with the process of
                                      setting up and implementing an automated information management
 automating information
                                      system. It attempts to provide general, step-by-step advice about the
 management                           process, based on the experiences of others who have successfully
                                      implemented and used Techlib.




   6                                                          GETTING STARTED WITH BASIS TECHLIB
          A B O U T BA SI S T E C H L I B
BASIS Techlib is an integrated library system composed of separate                An integrated, modular
components which facilitate cataloging activities, acquisitions processing,       approach to information
serial control and circulation management, as well as components which            management
facilitate enterprise-wide (or wider) access to the information stored.

Techlib was built with the underlying principle that providing people with        Information about information
information about information, such as cataloging/bibliographic                   is the value add
information, adds significant value to the original information. The original
information resources can be traditional physical items like books and
magazines. Special Techlib configurations also can be created to link
directly to an information resource (such as a website) from the
catalog/bibliographic information, or to store and manage the information
resource itself within Techlib (such as full-text documents like internally
created research reports and tables of contents of electronic journals). By
applying library standards and practices to identify, select and catalog all of
these resources, the library catalog can organize an enterprise’s knowledge
and serve as an integral part of the enterprise information infrastructure.
Techlib can serve as a centralized place for organizing business-critical
information, and thereby save time in identifying, filing, distributing,
locating and accessing the information.

Techlib provides enterprise-wide access to information coupled with
security controls that can restrict access as needed. Because online
updating is immediate, Techlib provides accurate, up-to-the-second
information to users.

Online help is easily available to guide users, reducing the challenges often     Extensive help topics are
encountered when learning a new system. Users can get online help that            available right within the
explains the tasks they need to perform all the way down to specific              application
information about the individual fields presented on the forms.

The system provides the flexibility for sites to customize Techlib to fit their   Techlib is flexible and
particular needs. These modifications to the base system generally can be         customizable
maintained from one release to the next (see the BASIS Techlib
Administration/Customization Guide for details).

In short, as the nature of information changes or your requirements
change, Techlib can expand to accommodate them.




GETTING STARTED WITH BASIS TECHLIB
                                                                                                               7
                                    TECHLIB’s USERS
Diverse nature of Techlib users     Techlib has many potential and diverse groups of users. By using the
                                    Online Patron Access Catalog (OPAC), virtually anyone with the
                                    appropriate privileges within an enterprise will be accessing the
                                    organization’s knowledge either referenced or stored within Techlib.
Patrons need, but may not know      These users or “patrons” are generally subject specialists (they know what
how to find, information            they are looking for) but may or may not be familiar with search concepts
                                    (how to find it); those who may not be comfortable or familiar with
                                    searching may rely on library staff or other information professionals who
                                    may be both subject specialists and experienced searchers. As access
                                    continues to be distributed to the desktop and as fewer library staff are
                                    available to help, the trend is moving towards more patrons doing their
                                    own searching.

Information specialists manage      The library management and administrative components of
information using Techlib           TechlibCataloging, Acquisitions, Serials, Circulation and
                                    Administrationwill be primarily used by the library staff. This staff will be
                                    at all experience levels; many will be familiar with manual or existing
                                    automated functions although some will be less comfortable with library
                                    practices or computer systems. Some libraries have librarians who
                                    specialize in specific functional areas of the library; for example, there may
                                    be an information specialist dedicated to the processing of serials. Other
                                    libraries may not have the budget or size for such specialization and an
                                    individual information specialist may handle more than one, or all, library
                                    functions.

The role of the database            Certain aspects of Techlib customization and implementation will be
administrator and the systems       performed by a database administrator (DBA). The DBA may be a
                                    computer systems professional experienced with database and
administrator
                                    programming concepts or a library staff person with an interest in and an
                                    aptitude for automated systems technology. Additionally, a systems
                                    administrator (SA) will usually provide software installation and
                                    maintenance, user authorizations, and backup/recovery support. Some SA
                                    tasks may be performed by the DBA. The SA need not be fully schooled
                                    in the actual functions of Techlib.

                                    ACCESS TO THE INFORMATION
                                    Patron access to library information resources has evolved greatly through
                                    the yearsmoving from a physical place to go to find information using a
                                    card catalog to online desktop access from virtually anywherewith libraries
                                    found anywhere along this continuum. Patron access in a special library
                                    environment refers to use of the library’s resources by employees, as well as
                                    partners, consultants, customers, etc., of the enterprise.

Users’ skills with libraries have   Just as libraries have evolved, users’ experience levels have evolved. Some
evolved                             users of the library were experts using the card catalog and navigated
                                    through it and the library with little or no assistance; others felt



 8                                                         GETTING STARTED WITH BASIS TECHLIB
uncomfortable and intimidated and needed assistance. It is the same
situation today. Early interfaces to online card catalogs were often
cumbersome and hard to understand. Patrons were often assisted by
library staff. Graphical interfaces to the card catalog were much easier to
use, but many users still asked library staff for assistance.


The Internet and the World Wide Web: The Internet is the global
information network that is logically linked together using communications
protocols. Quite simply, it is a network of computer networks. It
facilitates data communications services such as remote login, electronic
mail, newsgroups and file transfer. Each Internet computer, called a host,
is independent, and its operators can choose which Internet services to
provide to its local users and which local services to make available to the
global Internet community.

The World Wide Web is a system of Internet servers that support specially
formatted documents which support links to other documents, as well as
graphics, audio and video files.


Intranet: An intranet is an internal or enterprise-wide information network
that can be used by employees, contractors or anyone who has been
provided secured access to it. A firewall surrounding the intranet fends off
unauthorized access. It is a useful way for an enterprise and its employees
to communicate and share information.


The Internet and intranets are changing the way enterprise libraries provide      The impact of the Internet and
information. The enterprise intranet provides a tremendous opportunity            intranets
for librarians to extend enterprise wide desktop access to library collections
as well as to corporate/enterprise knowledge as recorded in business-
critical documents such a policies and procedures, competitive intelligence,
research reports, and quality documentation. Access to library holdings,
even the full text of documents, is accomplished by leveraging the
infrastructure of the World Wide Web.

Web browser technology and the Internet have narrowed the gap between
the technology and patrons. Many people have access to the Internet for
office as well as home use and feel comfortable using the technology; based
on their experiences with the Internet, users now expect the same level of
ease of use to apply to any application they encounter. Of course, there are
others who do not have the inclination, budget, equipment, or the facilities
to support Internet use. Therefore, like the state of the library, the state of
the patrons who use the library, varies along this continuum.

Library users may be very inexperienced and require the most basic types of
online help, or they may be very sophisticated and will only consult help
occasionally with the expectation that they will quickly find the detailed



GETTING STARTED WITH BASIS TECHLIB
                                                                                                             9
                                level of help that they need to proceed, or they may be anywhere in
                                between.

Determine the availability of   Once patrons find the information they are looking for, they need to be
resources and how to get them   able to determine whether the items are available and how to proceed to
                                obtain them. If the items are not available, patrons need the ability to place
                                a request for the items. Patrons who typically search for the same types of
                                information want to be able to be quickly apprised of new information
                                added to the collection regarding topics of interest.

Techlib extends the library’s   Techlib adds another level of patron use to the picture. An enterprise
collection to organizational    intranet provides the opportunity for progressive special libraries to extend
knowledge                       the library collection to include references to other types of business
                                information (policies and procedures, R&D reports, Internet resources,
                                etc.), and direct access to such information. These extensions of the
                                collection necessitate the ability for departments within the organization to
                                be able to contribute and maintain the content of the documents in the
                                collection as well as request new collections to be created.

                                OVERVIEW OF TECHLIB’s COMPONENTS
                                OPAC
                                The “public face” for the Techlib integrated information management
                                system is the Online Patron Access Catalog (OPAC).

                                OPAC: A computer-based library catalog which allows patrons to access
                                bibliographic information via computer workstations without assistance
                                from information specialists. It is an online card catalog.

Providing access to the         With the OPAC, a library user is able to identify information resources
information                     required to do his or her job, or to make business-critical decisions, relying
                                on accurate and appropriate information. The OPAC informs patrons
                                whether a physical item is currently on the shelf or checked out. It may
                                also support requests by patrons for resources and process holds on
                                resources currently unavailable.




  10                                                   GETTING STARTED WITH BASIS TECHLIB
Hold: A reservation made by a library patron to use library material(s).
Typically a hold is placed when the desired item is not available. When it
becomes available, the item will be held or “reserved” for the patron’s use.


The OPAC can inform the user of items that are on order for the library        Accurate, up-to-the-second item
and may also support requests for purchase or interlibrary loan. It can        status of resources available will
inform the users of the latest issue of a journal received by the library.     be displayed


                                 Catalog
                                 Records




                                                 Circulation
               Copy
                                                  Request
              Records
                                                  Records



Figure 1: Record Relationships as Shown in the OPAC Component

Catalog records contain data about an individual resource, such as a book,
serial, report, or video. This bibliographic information includes title,
author, publisher, and other details.
Copy records contain data about a particular copy of an item described by
a Catalog record. They are also called “item records.” Details include such
things as location, volume, due date, and availability status.
Circulation Request records contain data about a library material and the
patron who wants to check out the material or desires a hold on it.




GETTING STARTED WITH BASIS TECHLIB
                                                                                                          11
                                     A Note about Record Relationship Charts: Records in the database are
                                     linked to other records. The record relationship charts illustrate these links.
                                     Lines with a single arrowhead at each end identify one-to-one relationships.
                                     Lines with double arrowheads at each end identify many-to-many
                                     relationships. Lines with one arrowhead at one end and two arrowheads at
                                     the other end identify a one-to-many relationship. When a relationship is
                                     one-to-many, a record must exist on the "one" end of the relationship
                                     before any dependent or associated records can be added on the "many"
                                     end of the relationship. Conversely, before a record on the "one" end of
                                     the relationship can be deleted, all of its dependent records must be deleted.
                                     For example, before you can add a Copy record with a Catalog Number of
                                     17889, the database must first contain a Catalog record with a Catalog
                                     Number of 17889. Before you can delete a Catalog record with a Catalog
                                     Number of 17889, all Acquisition, Copy, Circulation Request, Hold,
                                     Prediction, Route, and Subscription records that have 17889 as the value of
                                     their Catalog Number field must be deleted.

Search fields and display can be     The OPAC component features customizable search and display, and
changed by the DBA                   sophisticated full-text and field-level searching (including “sounds-like”
                                     capability).

Indexes, term-switching and cross-   A search assistant displays index and Authority Control terms; thesaurus
references enhance retrieval         term-switching and cross-references capabilities are optionally available.
capabilities
                                     Index and index terms: An index facilitates speed in locating particular
                                     records based on field values. Index terms are the individual values that an
                                     indexing method selects to put into an index. By viewing these, users can
                                     see what index terms are available in the records in order to help refine
                                     their searches.


                                     Authority File and Authority Control: An authority file is an official list
                                     which establishes, for consistency, the authoritative forms of names
                                     (organization or personal) or subject headings to be used in a catalog.
                                     Authority Control is the practice of verifying data entry against the
                                     authority file. It is a means of maintaining consistency in the form of
                                     names, subjects, series and uniform titles and cross-references between
                                     these terms in a bibliographic file or catalog.




 12                                                         GETTING STARTED WITH BASIS TECHLIB
CATALOGING
A catalog is a list of books, maps, recordings, or other materials that
comprises a library collection.

Catalog and Catalog records: A catalog is a file of bibliographic records
created according to specific uniform principles of construction and under
the control of an authority file which describes the materials in a library or a
group of libraries. It may be a card catalog, a book catalog, or an online
catalog. A Catalog record stores the bibliographic content in the Techlib
database, and provides general information which will apply to any copy or
volume of a book, report, video, tape, etc.


Cataloging is the process of identifying and describing an item in the             Add, update, and delete of
collection and recording this information in the form of a catalog entry.          catalog entries
The Cataloging component provides for the addition, update, and deletion
of entries in the catalog. Entries in the catalog which describe physical
materials or items also trigger the need for associated copy entries that
identify the owning library, the availability of each item, different volumes
and editions, etc.

Standardizing appropriate forms of names used for personal authors,
                                                                                   Maintaining authoritative forms
corporate authors, conferences, series and subjects through optional
Authority Control aids in retrieval. As items are cataloged, data may be           during cataloging
validated against authority files of appropriate terms and switched as
appropriate.

When Techlib Authority Control is used, it provides the ability to maintain
                                                                                   Maintaining authoritative forms
the authoritative forms as well as use cross-references and related terms
during retrieval. For example, if the preferred form of the name Mark              during retrieval
Twain is linked in a SEE (Use For) relationship with Samuel Clemens,
when a user searches for Samuel Clemens, the system will automatically
switch it with the preferred term of Mark Twain before searching the
database. The list of authoritative terms may be built from any source,
such as MARC-authority records, commercially available thesauri, or local
authority files.

An important part of cataloging in many corporate libraries is MAchine             Standard format for recording
Readable Cataloging (MARC), an international, standardized                         and sharing bibliographic
communications format for recording bibliographic information in a                 information
machine-readable form for communication or exchange among libraries.
MARC data can be used to populate the database initially as well as load
data on an on-going basis. Information centers may choose to use MARC
for all their cataloging, not use MARC at all, or use MARC for some items
(e.g., published materials) and not use MARC for other items (e.g., internal
technical reports). MARC format facilitates the sharing of catalog entries
with other libraries; therefore exporting data in MARC format is important.



GETTING STARTED WITH BASIS TECHLIB
                                                                                                            13
                                 MARC format provides a very complete catalog entry for items. Many
Mapping detailed MARC data       libraries do not choose to provide all the information in their online
into the online catalog          catalog. Techlib facilitates loading selected portions of the complete
                                 MARC record. This is done through a mapping file which provides the
                                 translation between the MARC tags and the catalog entry. For example,
                                 the MARC 245 tag, subfield a contains the title and subfield c contains the
                                 name of the author or editor of the publication. The mapping file might
                                 indicate that MARC 245a should go into the Techlib Title field and the
                                 MARC 245c should be dropped because the name information is repeated
                                 in the MARC 100 tag. Many libraries also choose to keep the full MARC
                                 record, for sharing/exchange purposes. (For a more detailed discussion of
                                 MARC records, format and mapping, see the “Implementation Planning;
                                 MARC” section later in this guide.)

Cataloging reports               Techlib’S Cataloging component also generates a number of reports,
                                 including circulation requests, new books lists, and spine labels.

Digital content                  Techlib allows you to store digital content, such as word processing files,
                                 spreadsheets, image files, or any digital file, and associate it with a catalog
                                 record. For example, you can associate a book review with a catalog
                                 record. BASIS Webtop OPAC users can perform full-text searches of
                                 digital content items and display them in their native applications.

                                 CIRCULATION
Inventory control—with a twist   The Circulation component controls the use and availability of physical
                                 library materials. The circulation function provides detailed accountability
                                 for the library's physical inventory so that it is possible to tell who has what,
                                 when it is due for return, and who should get it next. Library circulation is
                                 inventory control with a twist—the materials come back and are used again.
                                 In order to accurately track the item inventory, the library maintains a file
                                 of Patron records.

Check-in and check-out of        The Circulation component provides the features necessary to control the
resources                        use and availability of library materials. The familiar processing functions
                                 of checking materials in and out of the library are supported.

Circulation desk functions       Some library collections are the result of the direct purchase of materials at
                                 the request of staff in support of current projects. For example, quality
                                 control staff may request a set of materials that will be used to aid in their
                                 development of a quality control program. Therefore, these materials are
                                 circulated to staff upon their receipt and cataloging of the items, and the
                                 loan period is marked as indefinite. This type of loan is also known as a
                                 permanent loan or desk copy.




  14                                                     GETTING STARTED WITH BASIS TECHLIB
Maintaining patron information is key to the Circulation component. This              Maintaining Patron records is
includes adding, modifying and deleting patron identification information.            critical
It also includes tracking which items a patron has checked out or requested
for use when returned by another patron.


                                 Copy
                                Records




      Patron                     Hold                     Catalog
      Records                   Records                   Records




Figure 2: Relationship among Records in the Circulation Component

Hold records contain data about who wants an item and about the
currently unavailable item. Patron records contain data about persons
who borrow materials from the library. Details include the patron’s name,
address and phone number.
(Catalog and Copy records are the same ones described below Figure 1.)


Recall: A request by the library for a patron with checked-out materials to
return them to the library.


Each library may retain a history of Circulation transactions. Patrons may
be provided the ability to review their current check-outs.

Various management reports are available. These reports provide                   A variety of Circulation reports
information regarding circulation statistics (number of items checked             can be generated
in/out, library activity, etc.) as well as in support of the circulation
processes (printing of check-out slips, mailing labels, overdue notices, etc.).




GETTING STARTED WITH BASIS TECHLIB
                                                                                                             15
                                  SERIALS
Serials management is a special   Serials are a very important part of the library’s collection because serials
form of cataloging                have more up-to-date information than traditional printed publications,
                                  such as books.

                                  Serial: Any publication (periodical, newspaper, journal, proceeding, series,
                                  etc.) issued in successive parts and bearing numerical or chronological
                                  descriptions. Prediction is the key to serials management: knowing when a
                                  new issue is due to arrive, so that new issues can be received or claimed if
                                  not received. Enumeration: Identifications, like volume number, issue
                                  number, and part number (also called VIP details), that help identify
                                  specific issues of serials. These details can be numeric, alphabetic or
                                  seasonal (i.e. Vol 1, Spring; Vol. B, Issue 7). The numbering of issues in
                                  the enumeration scheme for a particular journal plays a key role in
                                  Prediction.


                                  Claiming—that is, requesting missing issues from the publisher/supplier
                                  for an overdue or missing serial issue—is critically important for expensive
                                  subscriptions and to assure timely dissemination of information. Claims
                                  and claim warnings (overdue notices) can be generated by Techlib
                                  automatically.

                                  In an enterprise library, it is typical for serials to comprise a large volume of
                                  the collection as well as a significant dollar investment which necessitates
                                  the need to effectively check-in and route incoming serials and quickly
                                  process claims for serials that do not arrive at the library in a timely fashion.




 16                                                      GETTING STARTED WITH BASIS TECHLIB
                    Route                        Patron
                   Records                      Records




                   Catalog                     Prediction
                   Records                      Records




                 Subscription                   Vendor
                   Records                      Records




                                                Vendor
                                                Address
                                                Records




      Figure 3: Record Relationships in the Serials Component

Prediction records contain data about each issue of a serial. Initially
created when the subscription is ordered, Prediction records include
enumeration information, issue dates, expected dates, the number of issues
expected, the number of issues received, issue status and the number of
claims. Vendor and Vendor Address records contain information about
vendors from which the library purchases materials. Subscription records
contain information about subscriptions to serials, the owning library, when
they should be renewed, and the vendor. Route records maintain
information about how materials are routed to patrons in the enterprise,
including the item routed, a route type and number, and a list of patron
IDs. (Catalog and Patron records are the same ones described below
Figures 1 and 2.)




GETTING STARTED WITH BASIS TECHLIB
                                                                               17
 Flexible check-in and routing    The Serials component supports the management of the serials collection
 procedures                       within the corporate library: receiving incoming serials and routing them to
                                  the appropriate staff, automatically generating claims for overdue issues,
                                  and processing subscription renewals.

 Sophisticated issue prediction   Techlib’s Serials component supports a method to predict the arrival time
 capabilities are provided        for issues and allows for the adjustment of the predictions to accommodate
                                  unexpected issues or changes by the publisher in volume and issue
                                  numbers. The Serials component gives you serials processing functions
                                  that let you select any issue of a serial title to process. At check-in, you do
                                  not need to enter volume, issue, or issue date information because all of the
                                  expected issues for a serial are predicted by Techlib. Special issues can be
                                  checked in when they arrive. Details controlling the issue prediction
                                  function are defined during subscription maintenance.
Various serials reports can be    The Serials component also provides various management reports
generated                         (processing statistics, vendor performance, etc.) as well as the generation of
                                  forms. Serials reports are grouped together by the following functions:
                                  Forms (such as claim forms), Serials Management (which provides daily
                                  tallies of information about serials, including titles by item status,
                                  processing statistics, and vendor performance), and Serials Routing (such as
                                  routing slips).

                                  ACQUISITIONS
Maintaining vendor and order      Techlib’s Acquisitions component automates the purchasing of library
information is essential          materials. It handles the creation of purchase orders and accommodates
                                  the many types and styles of orders encountered in library acquisitions:
                                  regular orders, standing orders, blanket orders, prepaid or credit card
                                  orders, gifts, etc. As part of this support, maintaining vendor information
                                  is essential.




 18                                                      GETTING STARTED WITH BASIS TECHLIB
                    Purchase                  Vendor
                     Order                    Records
                    Records




       Catalog
       Records                                               Vendor
                                  Acquisitions               Address
                                    Records                  Records



   Subscription
     Records


                                                            Exchange
                                                            Records
           Patron                  Invoice
          Records                  Records




Figure 4: Record Relationships within Acquisitions Order Processing
and Receiving Functions


Purchase Order: Order sent to a vendor requesting item(s) that library
wishes to purchase from that vendor. Invoice: Billing by the vendor to
the library to request payment for item(s) ordered and/or supplied from
that vendor. Acquisitions record: Holds information about the
acquisition of each item such as the number of copies and the requestor.
Exchange record: Holds information about currency exchange rates
for conversion purposes. (Catalog, Patron, Subscription, Vendor and
Vendor Address records are the same ones described in the prior
figures.)


The Acquisitions component facilitates materials processing when items
ordered are received. It handles tasks such as invoice processing by
calculating any extra charges or deducting discount credits or calculating
foreign exchange rates, etc. Acquisitions also includes a claims function
used to notify vendors of non-receipt of ordered items. It handles all
purchasing activities from pre-order searching to tracking of payments and
funds.




GETTING STARTED WITH BASIS TECHLIB
                                                                             19
                           ADMINISTRATION
                           The Administration component of Techlib helps the DBA configure the
                           various Techlib components discussed here, to perform administrative
                           tasks and to produce certain administrative reports. For further
                           information, see “Configuration Setup” later in this guide and the Techlib
                           online help.

                           HELP
Various documentation is   In addition to the information provided in this guide, Techlib includes an
available to users         online help system that provides detailed help topics on how to use the
                           capabilities available in the various components. There are help topics for
                           each application form as well as overviews of each component. The help
                           topics are accessible by selecting “Help” from any form, or “Overview” or
                           “Topics” from the task bar, and are fully searchable within the help system.
                           Techlib also provides information about individual fields presented on the
                           various forms, which is accessible by clicking on a field name.

                           To install Techlib, review Installing BASIS Techlib. For customization and
                           other administrative concerns, consult the BASIS Techlib
                           Administration/Customization Guide.




 20                                              GETTING STARTED WITH BASIS TECHLIB
       ADMINISTERING TECHLIB
Because Techlib is delivered with a fully defined database structured to      Techlib is delivered with a fully
store the information used by the system, much of the work that you would     defined database
need to do if you were creating your own system is eliminated. Still, there
are a variety of tasks associated with administering a Techlib database.
These tasks may be divided into three major categories: implementation,
customization, and maintenance.

IMPLEMENTATION TASKS
Implementation tasks are those which must be performed in order to bring
Techlib into day-to-day use.

Implementation tasks include:
                                                                              Implementation tasks get the
  Researching the automation needs of your library                            system up and running
  Installing software and the demonstration database
  Exploring the demonstration database
  Deciding which components to implement and when to implement them
  Collecting and preparing data for the database
  Gathering profiling and other configuration information to define system
  parameters
  Creating profiling records for your library system
  Changing and adding profiling records

For further information, see “Implementation Planning” later in this guide
along with Installing BASIS Techlib.




GETTING STARTED WITH BASIS TECHLIB
                                                                                                         21
                                     CUSTOMIZATION TASKS
                                     After the initial implementation, you may wish to make refinements and
                                     adjustments to some system features. These modifications are categorized
                                     as customization tasks.
After implementation, you can        Customization tasks include:
customize Techlib to your specific    Modifying field descriptions
needs                                 Changing information on menus, screens and reports
                                      Changing messages
                                      Changing online help topics
                                      Registering and authorizing users to BASIS and to the database
                                      Creating your own reports

                                     For further information, see the BASIS Techlib Administration/Customization
                                     Guide.

                                     MAINTENANCE TASKS
                                     Finally, there are routine maintenance tasks which must be performed on a
                                     regular basis when Techlib is in production.

Routine maintenance keeps the        Routine maintenance tasks include:
system running smoothly               Backing up your database on a regular basis
                                      Running management statistics reports
                                      Running automatic claim procedures
                                      Deleting Hold records
                                      Generating lists of temporary Catalog and Copy records

                                     For further information, see the Techlib online help and the BASIS Techlib
                                     Administration/Customization Guide.




 22                                                        GETTING STARTED WITH BASIS TECHLIB
          CONFIGURATION SETUP
Techlib has many parameters to configure its functions to meet your             Configuration is done to allow
library’s specific requirements. Techlib configuration options are controlled   the system to suit your special
by systemwide parameters, library-specific parameters, component-specific       needs
parameters and report parameters. Configuration options include the
following:

OPAC AND CATALOGING
  Define libraries
  Define material types and collection types

CIRCULATION
  Define patron types
  Define loan periods
  Define libraries participating in holds processing
  Define default hold options
  Define frequency for notices

SERIALS
  Define default values for copy details

ACQUISITIONS
  Define purchase order format
  Define user fees
  Define payment processing procedure

REPORTS
  Define method of reporting for multiple libraries
  Define location of authoritative call number

LOAN PERIOD PROFILING
As you learned earlier, one of the main purposes of Techlib’s components        Access to and availability of
is to facilitate enterprise-wide (or wider) access to the information Techlib   information
organizes. From the patron’s point of view, the issue of access to the
physical resources is simple enough and can be roughly summed up in
these questions:

    Does the information center have the information I want?
    Where is it?
    Is it available for my use?




GETTING STARTED WITH BASIS TECHLIB
                                                                                                          23
                                    Searching the database presumably answers the first question, but the last
Loan period profiling ensures       twothe issue of availabilityremains. A special form of configuration
proper availability of resources    setup, loan period profiling, enables each resourceeach book, journal, CD,
                                    video or whateverto be made properly available to patrons consistent with
                                    the libraries’ policies. First, you define Material Types, Collection Types,
                                    and Patron Types (see Worksheets 6, 7 and 8). Then, you define permitted
                                    loan periods (number of check-out days authorized and whether or not
                                    renewals are permitted) for each combination of these three types (see
                                    Worksheet 9, Loan Period Profiling) giving you tremendous flexibility in
                                    how you run your information center.
Worksheets help you gather system   The following pages describe the available Configuration Setup parameters
information offline                 and provide worksheets to use during your planning offline. You may
                                    wish to make photocopies of these worksheets before completing
                                    them, the number of copies you will need will depend on the number
                                    of library-locations in your system. Use Techlib’s Administration
                                    component when you are ready to begin the actual configuration.
                                    Remember that online help topics and field-level help are also available to
                                    assist you with Configuration Setup. Normally, system-wide parameters are
                                    set in the “System Settings” task of the Administration component.
                                    Library-location specific parameters are set under “SetupLibraries” in the
                                    Administration component.




 24                                                       GETTING STARTED WITH BASIS TECHLIB

				
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