Introduction to ALEPH

University of Knowledge

May 15 – 16, 2003

Doron Greenshpan

Intro to ALEPH2

Session AgendaStage 0: ConceptsStage 1: Naming and Numbering ConventionsStage 2: LinkingStage 3: Modules and FunctionsStage 4: Oracle and ALEPH TablesStage 5: Definitions – Item, sublibraries and Call NumbersStage 6: Directory tree overview

Intro to ALEPH3

Stage 0: Concepts

Intro to ALEPH4

Oth

er Unix

Directories

The Rough Guide to ALEPH

Oracle database

BIB

libra

ryA

DM

libra

ryA

UT lib

raryH

OL library

Oracle tables

ALEPH tables

ALEPH modules

Intro to ALEPH5

Basic ALEPH Terms• Library (An environment set around a UNIX directory which contains relevant ALEPH tables and parameters for that environment).Examples: the bibliographic library, the holdings library.

• Modules (various GUI and Web clients for functionality - for the librarians/patrons).Examples: the Circulation module, the Web OPAC

• ALEPH tables (configuration files defining system functionality and display)

• Oracle Tables (containing all the administrative and bibliographic data)

Intro to ALEPH6

Libraries = Directories and MoreWhen we talk about a “library” in ALEPH we normally mean a “local directory” which has Subdirectories/files for representing data in the Oracle tables.

A “library” is also an environment defined by files in that directory.

So, “the bibliographic library” is actually a environment based on a local directory with files which define cataloging and searching functionality.

“The administrative library” includes files which define acquisitions, circulation, serial control and other so-called ‘administrative’ functions.

Intro to ALEPH7

Libraries = Directories and MoreAnother way to look at this:

usm01 (a demo bibliographic library) is the framework (representation) for the bibliographic data (records) stored in the Oracle tables.

usm50 is the framework for administrative data (records) in that demo library.

Intro to ALEPH8

Basic Definitions in Context

ALEPH Libraries: the Bibliographic Library is a Unix directory containing various ALEPH Tables and other files which define display and functionality:

…/aleph/a16_1/usm01/pc_tab/catalog/…

Intro to ALEPH9

Basic Definitions in Context

ALEPH Tables: tables define looks and functionalityof data between raw Oracle format and Modules. For example: …/aleph/a16_1/usm01/pc_tab/catalog/codes.eng

!1 2 3 4 5 6 7 8

!!!!!-!-!-!-!-!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

050 Y N N L LCC No. L Library of Congress Call Number

245 Y N N L Main Title L Title Statement

260 Y N N L Imprint L Publication, Distribution, etc.

300 Y N N L Physical Des. L Physical Description

Intro to ALEPH10

Basic Definitions in Context

Modules: the Cataloging module lets the user create/modify bibliographic records.

Intro to ALEPH11

Basic Definitions in Context

Modules: the Web OPAC lets the end-user search and view bibliographic and other records.

Intro to ALEPH12

Basic Definitions in Context

Modules: the Search function in GUI modules allows library staff to search and view bibliographic and other records.

Intro to ALEPH13

Basic Definitions in Context

Oracle Tables contain the actual records’ data itself. For example, Oracle table Z00 (displayed in ALEPH sequential format):

05000 L $$aQL685.5.B8$$bB57 1990

24504 L $$aThe Birds of British Columbia /$$cby R. Wayne Campbell ... [et al.].

260 L $$aVictoria, B.C. :$$bRoyal British Columbia Museum in association with.

300 L $$av. <1-2 > :$$bill., col. maps ;$$c32 cm.

504 L $$aIncludes bibliographical references and index.

5051 L $$av. 1. Nonpasserines, introduction, and loons through waterfowl -- v..

650 0 L $$aBirds$$xBritish Columbia.

7001 L $$aCampbell, R. Wayne$$q(Robert Wayne),$$d1942-

Intro to ALEPH14

Stage 1: Naming and Numbering Conventions

Intro to ALEPH15

Library Naming Conventions

Each library name is made up of a three-letter code for the library, plus a two-digit number designating the type of library (see below).

The main demo libraries are named after the cataloging standards: USMnn, UNInn, MABnn. Clients’ libraries have unique client-specific codes.

Examples:USM50 is the (demo) ADM library for MARC 21. UNI10 is the (demo) AUT library for UNIMARC.KCL01 is the BIB library for King’s College,

London

Intro to ALEPH16

Library TypesName Code Standard NumberingBibliographic libraries* BIB USM01 - USM09

Administrative libraries ADM USM50 - USM59

Authority libraries AUT USM10 - USM19

Holdings libraries HOL USM60 - USM69

ILL libraries ILL USM20 - USM29

Course Reading libraries USM30 - USM39

*Mandatory

Intro to ALEPH17

Numbering in ALEPH

Unique record numbers:System no. in the BIB libraryADM no. in the ADM library

Unique item number:Barcode for each distinct Item (for example:

each identical copy of a book, andeach issue of a journal, have a unique barcode)

Intro to ALEPH18

Bibliographic (BIB) Library and Records• A framework for bibliographic records.

• Each record is uniquely identified by: System Number.

• One BIB record per each unique title.

Intro to ALEPH19

Administrative (ADM) Library and Records• A framework for ADM records which link between BIB records and administrative functions (such as: Acquisitions orders, Item information etc.).

• Each record is uniquely identified by: ADM Number.

• The unique ADM Number links between Oracle tables (e.g. Loan record Item record)

• One ADM record per each BIB record. Note: in consortia installations, there may be more than one ADM per each BIB.

Intro to ALEPH20

Holdings (HOL) and Authorities (AUT) Libraries • HOL records store information about the library’s holdings: location and coverage.

• AUT records provide authorized forms of names and subjects, and the interrelationships among these forms.

• Each type is based on the relevant MARC 21 cataloging standard.

Intro to ALEPH21

The Records in a Glance

BIB

HOL

HOL

HOL

Item

Item

Item

ADM*

SubscriptionItem

Item

Item

* Multi ADMs: for consortium-type libraries only

AUT

(monographs)

(serials)

Intro to ALEPH22

Stage 2: Linking

Intro to ALEPH23

Library Links

For any given title, ADM and HOL records are internally linked to the BIB record.

The link (also called LKR) is based on the system numbers and the ‘home’ libraries of the records.

The link is created automatically whenever an ADM or a HOL record is created for a BIB record.

Intro to ALEPH24

Links to BIB from ADM and HOL

BIB record

ADM record

Links to BIB record

HOL record

Intro to ALEPH25

Stage 3: Modules and Functions

Intro to ALEPH26

ALEPH Modules and Functions

GUI Modules Web clientAcquisitions/Serials OPACCataloging Course Reading and ReservesCirculation Interlibrary Loan (ILL)ALEPHADM

GUI Functions (within modules)ItemsSearch

Intro to ALEPH27

Module DescriptionsAcquisitions/Serials (Acq, Serials) - Ordering, invoice handling, material arrival and claiming. For serials – prediction, subscription, check-in, claiming and routing.

Cataloging (Cat, Catalog) - Well, cataloging.

Circulation (Circ) - Loans/returns, requests, patron management, cash management, reading room. Interlibrary Loan (ILL) - both incoming and outgoing.

ALEPHADM – Managing tables (server and client), connections, profiles and translation files.

Intro to ALEPH28

Function Descriptions

Items - Item management, binding (available in all GUI modules).

Search (Staff Search) - Catalog searching for library staff (available in all GUI modules).

Task Manager - Monitoring of batch services and reports, printing (available in all GUI modules).

Intro to ALEPH29

Stage 4: Oracle and ALEPH Tables

Intro to ALEPH30

Tables: ALEPH and Oracle

ALEPH tables - define the functionality and look of the system. Various names - some arbitrary (e.g. tab42), others more descriptive (e.g. check_doc, tab_block_circ).

Oracle tables - contain the actual data stored in the Oracle database. All named in the Znnn format - where ‘nnn’ is a 2- or 3-digit number. For example: Z30 (item information), Z68 (order information), Z109 (web OPAC basket).

Intro to ALEPH31

A Typical ALEPH Table

tab17 (Library Open Hours)

! 1 2 3 4 5 6

!!!!!-!!!!!!!!-!!-!-!!!!-!!!!

17A 20001225 C

17A 20001226 C

17A ######## 00 C

17A ######## 01 O 0900 1715

17A ######## 02 O 0930 1715

17A ######## 03 O 0900 1730

17A ######## 04 O 0930 1730

17A ######## 05 O 0930 1730

17A ######## 06 C

Intro to ALEPH32

A Typical Oracle Table 01 z76_budget \

02 z76_budget_number ..........ARCH-1999

02 z76_budget_type ............REG

02 z76_external_budget ........Humanities

02 z76_name ...................Archeology (mono)

02 z76_department .............Archeology

02 z76_annual .................Y

02 z76_currency ...............USD

02 z76_max_over_committed .....00000000000500

02 z76_max_over_expenditure ...00000000000500

(Cont…)

Intro to ALEPH33

Stage 5: Definitions - Items, sublibraries and call numbers

Intro to ALEPH34

Items

The Item is the ALEPH ‘atom’.

Nearly all library activities are based on items, for example: loans, serial subscriptions and check-in.

An item in ALEPH represents a physical unit with a unique identifier: the item Barcode.

Two identical copies of a book = two Items.

Intro to ALEPH35

Items

The Items function is available in the Cat and Circ modules, accessible in each through the Items tab.

Intro to ALEPH36

Sublibrary/Collection/Call Number in Real

Harrow Medical Library

First Floor:Medicinal chemistry

Second Floor:Bio-statistics

Main shelves:Dewey DC

Periodicals:Own Class.

Sublibraries:

Collections:

Call Numbers:

Library: University of Westminster, London

Central LondonLibrary

Intro to ALEPH37

Sublibraries

The smallest administrative unit - a distinct subdivision of an ADM library.

Items, orders, subscriptions, loans and other records are all created at sublibrary level.

Each sublibrary may have its own distinct circulation policy.

Authorizations for librarians for the various functions are also given on sublibrary level.

Intro to ALEPH38

Collection/Call Number

Entering the collection and call number of items is optional.

They can be used to describe precisely the shelf location of an item in the library.

Each sublibrary has its own set of possible collections and locations (which can be based on different classification standards, e.g. Dewey or Library of Congress classification).

Intro to ALEPH39

Stage 6: Directory Tree Overview

Intro to ALEPH40

Directories I

Two types of directories on the server are of interest to system librarians:

• The alephe directory is a “global” directory that includes files used by all the local libraries.

• Local directories (“libraries”) contain files that are local to specific libraries (e.g., usm01, ndu50). Each also contains the library’s file_list and prof_library files.

Intro to ALEPH41

Aliases and ShortcutsSome Subdirectories have aliases (shortcuts) (e.g., “dt” for the tab sub-directory), which are listed in orange font in thefollowing text.

• to connect to a library environment, enter dlib <library code> (e.g. dlib usm01).

• To open a local subdirectory, either use the alias or a path: Path: cd $data_tab Alias: dt

• To connect to the alephe directory, enter cd $alephe_root.

Intro to ALEPH42

The Tree Structure (Top Level)

aleph alephm alephe usm01 usm10 usm50

a16_1

aleph

Local Sub-directories

Directories

Version

etc.