Heritage Housekeeping
Stocktaking
The Heritage Library Management System includes a stocktaking facility which enables library staff to manage all aspects of stocktaking. It allows them not only to check exactly what stock is available in the library, but then to process details about any records which have been recorded as missing. For example, they could produce a list of the missing items or change the status of the missing items so they no longer show incorrectly as available items.
After completing a stocktake using Heritage, the details of the stocktake are available for any future processing library staff may wish to undertake.
Heritage supports three methods of stocktaking:
Manual - this method involves producing a paper list of the stock in the library (or a specific section of the library) then checking off items in the library against this list. This method is the simplest form of stocktaking and is often used in libraries that do not have a method of getting their stock to a computer running Heritage or alternatively getting a computer or scanner to their stock.
Automated – this method involves specifying which section (or sections) of the library the stocktake is to include, then directly entering or scanning the accession numbers of the stock in this section (or sections) into Heritage. Heritage compares the items that have actually been entered/scanned with those that should be in the library and then automatically produces a list of missing items. This method also enables library staff to automatically process the details of the missing items, e.g. changing their status from Available to Missing.
Import - this method enables a text file containing accession numbers that have already been scanned or entered separately to be imported into Heritage and used instead of scanning/entering the accession numbers directly into Heritage as staff would for the automated stocktake facility.
Global change and delete
Heritage offers both a global change and global delete facility, which enables library staff to make changes or deletions throughout the system, either on items which match a particular criteria (e.g. all those in a particular subject area or with a particular keyword etc) or those that have been tagged in advance (tags are available on the catalogue, accession and reader records for this purpose).
Examples of common changes required would be to replace one keyword with another in the main catalogue, change the location of a batch of items or change a group of borrowers’ departments or categories.
Each change undertaken is given an ID and added to a library of replacements so that it is quickly available if needed again in the future.
Duplicate checking
If catalogue records have been entered over a number of years and by different people, then it is possible that the same (or very similar) items exist more than once. Whilst this does not prevent the system from working properly, it can be annoying for people using the OPAC. Heritage provides a duplicate checking facility to assist in the indentification and merging of these items into single catalogue records.
Event Scheduler
The Heritage Event Scheduler enables library staff to schedule various types of ‘events’ to happen at specified times and with regular frequency.
The ‘event’ can include performing a function/menu option (such as check overdues, perform a catalogue index rebuild etc), running some external application, sending emails (e.g overdues, recalls, reservation notices), printing reports or simply displaying a message.
Once scheduled, an event does not require any input from library staff – in fact events can be set to run after hours so that they do not interfere in any way with day to day library functions. Mundane tasks such as overdues can therefore be handled by Heritage and library staff can rest safe in the knowledge that the system is managing itself!
Backing up and data verification
Computers, like humans, are unfortunately not infallable. Sometimes mistakes happen and hardware can fail. Backing up is therefore vital.
Heritage's design allows for easy backup and restoration using standard software such as Backup Exec or ArcServe with a tape drive or for smaller systems a Zip or CD writer drive. Testing backups is also easy as a temporary copy of the system can be restored to another location and tested from there without having first to cease using the main copy. What is more, Heritage can warn you if your backup does not appear to have run; this is especially helpful where backups are carried out centrally and hence are not in the control of the library.
Heritage includes other facilities to allow users to periodically check the consistency of their data. These can be scheduled to run 'out of hours' and thus need not interrupt daily library operation.