User Group 2002 CD-ROM

The presentations and handouts from the 2002 meeting will be compiled onto a CD-ROM. Copies will be mailed to participants after the meeting concludes. Adeane Bregman (bregman@bc.edu) will talk to presenters/speakers about this process when she contacts them about individual technology requirements.

The Journey to No-frames

Presenters:
Tracy Gabridge [tag@mit.edu], Civil & Environmental Engineering Librarian, Chair of MIT's OPAC Customization Team (MIT)
Erja Kajosalo [kajosalo@mit.edu], Chemistry & Chemical Engineering Librarian, Chair of MIT's OPAC Design Team (MIT)

Abstract:  After MIT's intense lobbying with Ex Libris for a fully-functional, no-frames OPAC, Ex Libris is introducing it as the standard out-of-the-box version with 15.2. The MIT Libraries implemented Aleph 14.2 in July 2001 using the OPAC with frames as we worked with Ex Libris on the development of the new version. Hear about MIT's strategies for implementing the no-frames version of the OPAC using an innovative team structure and incorporating input from usability studies.

Creating a Dynamic New Book List Through ALEPH

Presenter:
Susan Pyzynski [pyzynski@brandeis.edu],  Librarian for ILS Development and Special Collections (Brandeis University)

Abstract  The Brandeis Libraries wanted to offer patrons the ability to browse through a list of the newest acquisitions on our web site, and be able to highlight new purchases the library has made. But we wanted to do it with a minimum of staff time and effort. This presentation will describe our solution of using ALEPH to produce a dynamic list of new titles, what staff effort is involved from the cataloging and systems staff, and the pros and cons of this method over producing a static new title list.

14.2 Authority Contol -- getting the best of it

Presenters:
Andy Perry [aperry@binghamton.edu], Assistant Director of Libraries for Systems (Binghamton University (SUNY))
Sandy Card [scard@binghamton.edu], Head of Cataloging Services (Binghamton University (SUNY))

Abstract  This presentation will be about authority control and how to get the most out of the dynamic authority control features. We will talk about our experiences with the ue_08, ue_01 and authority records, including the consequences of leaving the UPD's set to "Y". The discussion will include how we identified ambiguous headings both across and within authority families and set only those UPD's to "N". We will conclude with a discussion about how we are dealing with potential problems of new headings and resulting workflow issues.

Managing the ALEPH Joblist

Presenters:
ExLibris Staff

Harvard's ALEPH Implementation

Presenters:
Tracey Robinson [tracey_robinson@harvard.edu], Head, Office for Information Systems (Harvard University)

Abstract:  Hear about the ALEPH implementation at Harvard University.

Report from CYPRUS: the 2002 ALEPH Seminar

Presenters:
Jane Aitkens [jane.aitkens@mcgill.ca], (McGill University)
Kevin Kidd [kiddk@bc.edu], (Boston College)

Abstract:  Hear the highlights from the 2002 ALEPH Seminar, from two attendees.

Using the Aleph Web OPAC to Organize and Retrieve Electronic Resources.

Presenter:
Alexander Jerabek [Alexander.jerabek@mcgill.ca], Instructional Technology Librarian (McGill University)

Abstract:  I will present a prototype web interface using the Aleph Web OPAC to organize, retrieve, and present Electronic Resources. Many university libraries build parallel databases for their electronic resources. This presentation will propose a way of using Aleph to provide access to electronic resources and will discuss the advantages and disadvantages of this method.

Hold Requests at Boston College: What We Did Before Aleph, What We Do Now, What We Will Do in the Future

Presenter:
Kathy Williams [williakj@bc.edu], Manager of Circulation Services (Boston College)

Abstract:  Users who have the proper privileges can place requests on the following items through Quest, Boston College Libraries' online public catalog:

• Items checked out to other users
• Items that are in remote storage sites
• Items that have an "in process" or "on order" status
• Items in the O'Neill Library may be requested by Law Library faculty, staff and graduate students

This presentation will:

• Demonstrate how users made requests prior to the implementation of Aleph
• Explain pre-implementation configuration work to enable the request functionality in Aleph
• Highlight current workflow around the request function
• Provide discussion of future plans for integrating the use of a Virtual Catalog and Direct Distance Borrowing through the Boston Library Consortium

Creating Bibliographic, Holding and Item Records for OCLC WorldCat Collection Sets Using p_file_programs 08, 99 and 21

Presenter:
Mary Moynihan [moynihan@brandeis.edu], Manager, Integrated Library System (Brandeis University)

Abstract:  The Brandeis University Libraries have purchased a number of large OCLC WorldCat Collection Sets over the past year. Using the p_file_08 (Modify Marc Record File), p_file_99 (Load Marcive Records) and p_file_21 (Global Changes) programs we are able to load these large record sets quickly and easily with minimal staff time required (usually only about one hour total!).

ALEPH Indexing Tips & Tricks

Presenters:
ExLibris Staff

I Want to be an Alephant!: Humorously Coping with System Migration

Presenters:
Cecilia Genereux [gener002@umn.edu], Serials Cataloger and Aleph Trainer (University of Minnesota)
Betsy Friesen [b-frie@umn.edu], Monograph & Special Formats Cataloger and Aleph Trainer (University of Minnesota)

Abstract:  Studies have shown that humor helps people deal with stress in their lives. University of Minnesota trainers found that a good sense of humor helped them get through learning Aleph. An Aleph lexicon, first advanced by trainers, has taken on a life of its own throughout the U Libraries staff. It has helped diffuse stress in meetings and training sessions and has stimulated the creativity of the staff.

Humor and stress research will be included in the presentation, as will examples of how our Aleph lexicon, prose, poetry, helped trainers and staff make it through a library system change, with their mental health and funny bones intact.

ALEPH GUI Re-design: Cataloging Module

Presenter:
Ezra Schwartz [ezra@exlibris-usa.com], (Ex Libris)

Abstract: Ex Libris' Director of Interface Design will reviewing the re-designed ALEPH Cataloging client software.

Adding Service-Request Forms to ALEPH OPAC

Presenter:
Kevin Kidd [kiddk@bc.edu], Systems Librarian (Boston Libraries)

Abstract:  Boston College Libraries recently migrated all web-based library-service request forms to the "My Account" section of the ALEPH OPAC, in an effort to make them more consistent, accessible to users, and easier to maintain. Current forms available allow users to place "ask reference questions", initiate ILL, and request research consultations, among other things. This presentation will provide an overview of the technical and service issues involved.

Aleph Staff Security - Tips, Tricks, and Wishes

Presenter:
Sue Julich [Suzanne-julich@uiowa.edu], Systems Librarian for Aleph Support (University of Iowa)

Abstract:  Setting up and maintaining staff security in Aleph 500 can be cumbersome and time consuming. There are, however, some tricks to make this task easier and more efficient. I will discuss some of the things we've done at the University of Iowa Libraries to streamline Aleph staff security, from the original request for an ID for new staff to the removal of an ID upon staff termination. Additionally, I will present my ideas about what could be done to improve the Aleph staff security system and will solicit ideas from the audience.

Yankee Book Peddler order/bib loader @ MIT

Presenters:
Christine Moulen [orbitee@mit.edu], Library Systems Manager (MIT)
Charlene Follett [cfollett@mit.edu], Monograph Acquisitions and Gifts Librarian (MIT)

Abstract:  Learn how MIT uses Yankee Book Peddler's (YBP) web-based Global Online Bibliographic Information (GOBI) service, and ALEPH's YBP record loader to get a large portion of our orders into Aleph and to the vendor with minimal keying and no mail delays. We'll talk about configuration tables and settings in Aleph, challenges faced, and proposed future enhancements.

TYP and MARC Fields: Creating and Customizing with tab_type_config

Presenter:
Natalie Sturr [sturr@oswego.edu], Systems Librarian (SUNY Oswego)

Abstract:  New to 14.2.2 is the ability to automatically create and populate fields for indexing and display. MARC, Aleph, and virtual fields can be created within an expand or fix doc using the table tab_type_config. Of particular interest is the ability to create a TYP field customized to your specifications. This session will explore the power and flexibility of tab_type_config by looking at working examples, providing "how-to" information, and sharing programming tips.

Introduction to InterWise

Presenters:
ExLibris Staff

ALEPH GUI Re-design: Circulation Module

Presenter:
Ezra Schwartz [ezra@exlibris-usa.com], (Ex Libris)

Abstract: Ex Libris' Director of Interface Design will reviewing the re-designed ALEPH Circulation client software.

Electronic Exams as a Logical Base in MGU30

Presenter:
Jane Aitkens [jane.aitkens@mcgill.ca], Associate Systems Librarian (McGill University)

Abstract:  The McGill Libraries were mandated by the University Senate to provide "McGill-only" access to the centrally administrated exams (basically those in the Faculties of Arts and Science).

We decided to use the new (for us) ability for requiring signon to a logical base and to create a separate base in the Course Reserves MGU30 library that would require signon to restrict access to the exams in PDF format.

The session will describe the steps of setting up the environment to allow quick entry of the catalogue records using the Staff Mode cataloguing client, and the separate web pages for the OPAC.

AlephFAQs, AlephTheTime - A Training Support Database

Presenters:
Kimberly Clarke, Assistant Librarian, Information, Reference and Instruction Service University of Minnesota)
Christine DeZelar-Tiedman, Special Collections/Archives Technical Services Librarian (University of Minnesota)
Cecilia Genereux, Serials Module trainer (University of Minnesota)
Cathy Tweedie [tweed005@tc.umn.edu], Aleph Training Coordinator (University of Minnesota)

Abstract:  The Aleph training group at the University of Minnesota uses the AlephFAQs database as an efficient way to supplement formal training. Authored collaboratively by the trainers, the database provides consistent and authoritative answers to staff questions that come up during training classes, and/or in the workplace. The database approach is simple and adds value in several ways:

• One record can answer questions that several people might frame differently
• It offers three ways to search (broad category, browsable index terms, keywords) and has a user-friendly navigation page
• Follow-up questions can be sent by email
• Record creation is quick and easy, with a built-in indexing structure

Batch-loading of Bibliographic Records

Presenter:
Beth Siers [siers@mit.edu], MARC Database Manager, Chair of MIT's Cataloging implementation team (MIT)

Abstract:  As part of MIT's implementation, Ex Libris developed several enhancements to their batch loading processes. Hear about the improvements, including more powerful matching, updating of items based on information in the incoming bib records, creation of holdings records and linking to items, and new log files. Also covered will be the process of customization and what choices are available, and related things to consider when setting up for a batch load.

MIT's Solutions to Custom Reporting from ALEPH

Presenters:
Christine Moulen [orbitee@mit.edu], Library Systems Manager (MIT)
Kim Maxwell [kmaxwell@mit.edu], Serials Acquisitions Librarian (MIT)

Abstract:  First we tried the canned reports in Aleph, but we could make only limited modifications. Next we tried to create our own reports using SQL tools against ALEPH, but this is difficult, largely due to the compound fields in the database tables. So while both of these options have their uses, neither was a total solution to the reporting needs of the MIT Libraries. Working with a team at MIT's Information Systems department, we are now extracting much of our ALEPH data to another database, which is structured in a way that makes it easy for staff to create ad hoc reports or run canned reports using BrioQuery.

We will also discuss the use of Perl with DBI for scripting SQL query output, such as for data feeds to the Institute's financial systems.

PRB Database: How and Why to Use It

Presenters:
ExLibris Staff

ALEPH GUI Re-design: Serials & Acquisitions Modules

Presenter:
Ezra Schwartz [ezra@exlibris-usa.com], (Ex Libris)

Abstract: Ex Libris' Director of Interface Design will reviewing the re-designed ALEPH Serials & Acquisitions client software.

Implementing DigiTool: The Daumier Lithograph Project

Presenters:
Mary Moynihan [moynihan@brandeis.edu], Manager, Integrated Library System (Brandeis University)
Susan Pyzynski [pyzynski@brandeis.edu], Librarian for ILS Development and Special Collections (Brandeis University)

Abstract:  Brandeis University Libraries purchased DigiTool in February 2002 as part of their 2001 IMLS (Institute of Museum and Libraries Services) Digitization Grant for cataloging and digitizing 3,872 Honore Daumier lithographs. This presentation will describe our experience (good and bad!) in implementing and using DigiTool, including the hardware, the software configuration, the metadata, and the user web interface.

Implementing Metalib & SFX at Boston College

Presenter:
Theresa Lyman [lymanth@bc.edu], Electronic Resources Reference Librarian (Boston College)

Abstract:  Hear about Boston College's implementation of MetaLib and SFX.