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LIBSOFT SERVER VERSION

Users Manual About Libsoft Congratulations for buying this software. Libsoft is windows based library management software developed from the help and advice of a team of experts from library profession with many features like simplicity, multi user, user friendliness etc. This software can manage all library routines like book accession, multimedia accession, classification, cataloguing, circulation, journal accession & indexing and on-line searching (OPAC). This software is thoroughly checked with various working conditions. Before you begin Information in this document is provided in connection with Libsoft Server Version. No part of the document or software should be used with other software or operating system other than specified by the Libsoft. No part of the document should be changed, reproduced or copied. Unauthorized use of the software or manual will face severe criminal penalties. INSTALLATION AND OPERATION System Requirements Operating System : Windows 95/98/2000/NT/XP/ME Processor : Pentium II or above RAM : 64 MB (Min) Hard Disk : 200 MB Free Space. CD-Rom : 24X or above. Bar Code Reader (optional) Installation Run the setup program of the Libsoft in the compact disc. The setup program will guide you through the rest of the process. Operation Manual After successful installation libsoft will appear on your programs list. Use the start button to access the programs menu, and select the Libsoft icon (Fig.)

Alternatively, if a shortcut has been set up, then you can activate Libsoft by double clicking on this icon

On double clicking a window will display asking User ID and Password. You can set password for a specific user to only a specific area of the software. So the software is protected from unauthorized use. On giving the User ID and Password the front page will get displayed as shown below.

For Typing the College Name or Licensee Name Here

File Menu The file menu consists of the following menu or commands. They are Book Accession, Journal Accession, Membership, Multimedia, Classification, Cataloging and Exit. See figure

BOOK ACCESSION This is mainly used for creating the database of the books into Libsoft. We can also edit already entered books, by updating or by deleting etc. You can take the book accession either from the file menu or from the main screen of the Libsoft or by shortcut keys (Ctrl+B). On clicking on the book accession, a window is displayed as shown below There are seven command buttons in this window. They are Add New, Add Copy, Delete, Update, Find, List All, Exit.

This button is used to enter a new book. On clicking on this button a blank screen will appear for entering the full details of the book

This button is used to enter a copy of the same book. On clicking the details of the last book typed will come on the new screen.

This button is used to delete already saved and displayed record in the window. On clicking a conformation window will appear making sure to delete the current record. On clicking yes will delete the record and no will cancel the action. NB: You cannot undo this action.

This button is used to edit a displayed record. On clicking, a window will display with the details of the record and you can make changes and clicking OK button will save the current changes.

This button is used to find a particular book by accession number. On clicking, a window will appear on asking, Enter the accession number; on entering the accession number and clicking OK button will locate the particular record of the book, if exist.

This button is used to list all the books in the order of accession number. On clicking a database window will appear listing the records row by row. After viewing, click on the button CLICK HERE on the bottom of the window to go back to the book accession screen.

This button is used to exit from the book accession to the main window.
One Record Forward To the Last Record

To the First Record Total Record One Record Backward Current Record

Book Entering On clicking Add New button a new window will appear as shown in the fig. SAVE button will save the record. For saving the record the Acc.No field must not be blank. CANCEL button cancels the current action. CALL NO button is used to create call no automatically after entering the details of the book. REFRESH button is used to refresh the current window.

In this window we are entering the details of the book. There are text boxes named Title, Author(s), Imprint, Year, Series, Edition, Subjects, Acc No, Call No, ISBN, Price, Pages, Date of Release, Bill No, Supplier, Book Status, Reservation Status, and Remarks. Title: Here we will type the books title and subtitles. Title and subtitles are separated by full colon (:). Books with Volumes, Parts, Book, etc should put them after the main title by inserting comma (,) then one space then Vol.1 (Part or Book what ever given in the book). The first letter of the Vol., Part, and Book must be in capital letters. After Volume you must put a full stop then number (Vol.2). In case of Part, Book no need of full stop or blank space (Part1) (Book2) Eg: Marketing research: Text, applications and case studies Note: The first letter of the title and subtitle are entered in capital letters. Articles, The, An, A should be avoided. Nouns, Names of languages should be in capital letters.

5 Books written in other languages other than English must put the first letter of the language name in closed bracket at the end of the title. Eg. Hindi (h), Malayalam (m), Sanskrit (s) so on. In the case if there is Volume and Part in the book you must give the two Eg. Marketing, Vol.1, Part2: Indian economy & Symbol is used only with Volume in title. Eg. Vol.1&2. Avoid the use of & Symbol within the title

Caution: In case of giving Volume, Part, Book in the title there will be appropriate changes in the Call No also which is given with Call No part of this book Refer Page:? Author(s) In this textbox we enter the name of the author. The first part and second part of the names must start with capital letters. For entering this field follow the following instructions. In case of foreign authors the first part of the name will be Sir name and second part will be the correct name Eg: William Shakespeare (William is the first part, Shakespeare is the second part). Here the actual name is Shakespeare. So we separate the name Shakespeare, William. If the name is rearranged you must put the comma (,) after the separated part More Eg. Russell Arnold ------- Arnold, Russell Philip J Carter ------- Carter, Philip J Ken A Russell -------- Russell, Ken A In case of Initials coming first we must separate the name with comma (,) and put the initials at the end of the name Eg. T S Eliot ------ Eliot, T S V S Naipaul ------ Naipaul, V S E M Foster ------- Foster, E M In case of Indian authors names with three parts are separated. Eg. Bijoy Kumar Mishra---------- Mishra, Bijoy Kumar Mydhili Sharan Gupta -------- Gupta, Mydhili Sharan In case of Malayalam authors original name come first then sir name or place name there after. Also the name with three parts will be rearranged. Eg. Thakazhi Sivasankara Pillai------- Sivasankara Pillai, Thakazhi Edasseri ------- Govindan Nair, Edasseri Names like V K N, E M S, M R B are written as like with spaces between the letters.

Authors, Editors, Compilers In case of more than one authors the name of the authors are separated by semicolon (;). If three or more authors are there entering the first name and then a comma, space then write et al. Eg. Sunita Gupta; Neena Agrawal Taneja, M L; Sharma, L R Chopra, D V, et al. Misra, R P, Ed., et al. Editors and compilers In some books there will be only editors and compilers. In case of editors you must put Ed., at the end of the name after a comma (,) and a blank space and in compilers you must put Comp., at the end of the name after a comma (,) and a blank space. Eg. Handy, William J, Ed.;

6 Susie Tharu, Ed.; Lalita, K, Ed. Kewal, Motwani, Comp. Vijayakumar, P, Comp.; Sood, S P, Comp. NB: If two compilers or editors are there separate the name with semicolon (;) same as authors. In case of more than two editors or compilers we will use et al. Eg. Pandya, J F, Comp., et al. Moosakutty, V K, Ed., et al.

Imprint Imprint is a combination of publisher name and place of publication separated by a comma (,) of the book. After entering the name of the publishing company put a comma (,) then space then you must give the place. User can select the imprint from the drop down list. Eg. TATA McGraw-Hill Publishing Co., New Delhi Asia Publishing House, Bombay D C Books, Kottayam Year In the textbox named year you must enter the latest edition year or the copyright year. Reprinted year is not valid. If no year is given just enter the year after the copyright symbol . Series In this textbox named Series you must enter the series of the book. If no series is given just leave it blank. Series is given as in the book no changes are accepted. Eg. Schaum's Outline Series ABC Series in Mathematics Edition In this textbox we are giving the edition of the book. First edition of the book must be ignored. Subject(s)/Keywords In this field we are entering the subject of the book. All most all subjects are included in the pull down list of the subject. Select the appropriate subject and press enter key it will generate the Call No., automatically on the Call No., box (Refer Call No.).

There is a blank column on the right side of Subject field. This textbox is used to generate the Call No., if you know the Class No., of the book (Refer Call No.). Type the Class No., and press enter key then the software will automatically generates the Subject and Call No., of the book in the respective textboxes. This textbox is used to generate the Call No., and Subject of the book only; anything entered in this will not be a part of the book. Acc. No. The accession number of the book is entered here. Libsoft prefers five-digit number in accession number, if it is a three digit number put the appropriate number of zeros to the left hand side of the number to make it a five-digit format. Eg. 971 ----- 00971 1122 ----- 01122 Call No.

7 This textbox is used for the Call No. of the book. There is no need to enter the Call No., here because the system will automatically create the call number using the blank textbox or by the subject box or by the call no command button. The call number is divided into two parts 1) Class No. 2) Book No.
First three letters of the author First letter of the title Edition number

Class No.

Book No.

The first part of the Call No., is called the Class No [338.6] which represents the subject or keyword and the second part is called the Book No., [GAL-N2]. In the Book No., the last numerical part is the edition [GAL-N2], here 2 indicates the edition of the book. If it was like [GAL-N.2], this .2 indicates the Volume or Part or Book No., of the book. Class No Book No[Edition].[Volume/Part/Book]
Two Spaces

Call No:

NB: In case there is no author given the software will automatically fix first three letters of the title in the Book No., and first letter of the title part will be absent. In case there is both edition and volume you must give the two in the Call No., Eg. 338.6 GAL-N2.3 here 2 indicates Edition and 3 indicates the Volume If Edition, Volume, Part is given, the Call No., will be 338.6 GAL-N2.3.2 here 2 indicates Edition, 3 indicates Volume, 2 indicates Part of the book For more details about Call No., and Subject refer Classification on page? ISBN Here we enter the ISBN number of the book. Usually ISBN number is given on the back side of the book above the barcode. If there is no ISBN numbers just leave the column blank. Price Here we enter the price of the book. It is entered in rupees. paize. [34.00] Pages The total number of pages is entered in this text box. Date of Release The date that a particular book is entered into the software is indicated here. Libsoft is connected to your system date and time, so the software will update this field with your system date. So there is no need to enter this field. Bill No. This field is used to store the Bill No and date of book purchase. If Keep checkbox is selected the content of this field will be retained by Libsoft for next entries. Supplier The name of the supplier who supplies the book to the library is indicated here. Usually there will be usual suppliers to the library. If the same supplier is giving the books you are entering no needs to type the name each time instead select the Check Box named Keep. Libsoft will keep the name of the supplier up to when you exit the Book Accession.

8 Book Status In this Select Box you must select the status of the book entering. There are 8 options for selection. They are Book Status IN : Indicates that the book is available for circulation. Book Status OUT : Indicates that the book had been issued to someone else. Book Status THESIS : Indicates that the current document is a Thesis. Book Status BINDING : Indicates that the book had gone to the binding section. Book Status REFERENCE : Indicates that the current book is a Reference Book. Book Status DAMAGED : Indicates that the current book is Damaged so unable to issue Book Status LOST : Indicates that the current book is Lost. Book Status WEEDED OUT : Indicates that the current book is Weeded Out or Discarded from the Library. Reservation Status This field indicates the number of reservations for this book. Normally the status is zero. Default reservation status during entry is 9 after creating the spine you must change it to 0 in the spine creation section. Remarks This textbox is used to enter some remarks about a book. It can be valuable informations or tips regarding the book.

Classification
Classifications of books are entered here. Libsoft supports 21st edition (1996) of Dewey Decimal Classification Scheme. This module is linked to the Book Accession for classifying books. We can also search for classifications here or enter new classifications.
ADD NEW :- To add a new classification class no and subject. On clicking a new window will appear with buttons Save and Cancel. On entering the class no and subject save it or cancel to quit. DELETE :- To delete a current classification number and subject which is displayed on the upper textboxes Class No and Subject/ Keyword will get deleted on clicking. UPDATE :- To make changes to already entered classifications. On clicking the window will change to buttons with OK, FIND, SORT. After making changes click OK to save the changes. SORT :- To arrange the classification table by selecting any of the column. Enter 1 for Class No. or 2 for Subject/ Keyword. This will be sorted on ascending order only. FIND :- To find a specific Class No or Subject/ Keyword. On clicking on this a window will display asking to enter the expression for searching. The find result is only displayed when the expression matches the field completely

9 *SEARCH:- To search a specific Keyword we can use the search. On clicking on Search a window will display asking for the search keyword. We can enter a part of the text for searching or put * symbol for a character to a group of characters, clicking OK will display the search result. If any similarity is found with the searching word it will get displayed. For displaying the result the window will change and search results only get listed. For changing to normal click on the List All button which will be active now. NB: The difference between Find and Search is that find will look for the whole class number and that particular record will get displayed, but in search if any subject part get matched it will display it. We can replace characters with * symbol so as to truncate part of the keyword. EXIT :- This button helps us to exit from the classification window INFORMATION RETRIEVAL One of the amazing features of the Libsoft is that its unique Information Retrieval. This is mainly used for searching purposes. But you can also edit group of documents using this window. Simple Search

Document Select box Document Select Box is used to select the document for which you are going to retrieve the information. Default selection is the Book. You can select any other by just clicking on the button, a pull down menu will appear and you can select from it. You can select Book, Member, Issue, Reservation, Journal, Indexing, and Multimedia. On selecting the document the fields in the Field Name will change to the fields of the document you selected. Field Name Select Box You must select a field name here. The default field name will be All, means selected all the fields. All the fields we enter in the Book Accession are listed here. Using the scroll button we can scroll to the appropriate field and select that field which we are using to search. The fields for searching are listed when you select the document. Fields to each document will be listed in the Field Name when we select that document. Field name will change according to the document we select. If any field of a particular document is not listed you can type it there. Operator Select Box You must select a Operator here. There are 7 operators listed here. The default operator is Like. Other operators are = : Is Equal to <> : Is Not Equal to > : Is Greater than >= : Is Greater than or Equal to < : Is Less than <= : Is Less than or Equal to Like operator are used to display similar words or like things which are given for searching.

10 Look For Text Box What you are searching must be added here. You can replace space, character or a group of characters with the asterisk (*) symbol here. You can use more than one Asterisk (*) symbol in one search item. For Eg: Searching for Modern English Literature Book can be entered like this Mod*eng*lit* will display the text if it is present. Searching for Malayalam Text Nalukettu can be entered like *al*ke*tu will display the book. NB: You can use this facility if you dont know the spelling correctly of the author, title or any field of a book. For displaying total book in the computer select Book in the document, All in the Field Name, Like in the Operator and Asterisks (*) in the Look For will display the total books that had entered in Libsoft. Ordering The displayed search result can be sorted in Ascending order or Descending order in respect to any field you select in the select box. Clicking the check button before Asc/Desc will get it sorted ascending otherwise descending. The fields available for sorting the results are Acc_No, Call_No, ISBN, Author, Title, Subject, Series, Imprint, Year, Supplier, Bill_No, Date_Release. Boolean Search The Boolean Search does searching based on more than one condition. Just clicking on the Boolean command button can make changing from Simple search to Boolean search. The window will change as shown below and Boolean command button will turn to Simple command button.

Logical Operator Logical operator select box is used to select a logical operator. Three logical operators are given AND, OR, AND NOT AND Operator: If AND operator is used only those results are displayed when the two conditions are true (Simple and Boolean) OR Operator: If OR operator is used if any of the condition becomes true the results get displayed. AND NOT Operator: If this operator is used the first condition must be true and the second condition must be false satisfying this condition the result get displayed. Operator This is same as the Simple Search Operator. Select appropriate operator from the list. The default will be Like. Look For This is same as that of the Simple Search. You can follow the same rule as that of the Simple Search. You can use asterisks (*) here also.

11 This command button is used to start the searching. Giving the conditions and clicking on the button SEARCH the system starts searching for the records according to the condition given in Look for. After entering the conditions in Simple and Boolean or Simple search just click on the search button or press the enter key, this will activate the search. NB: You cannot execute a Boolean search with giving conditions only in the Simple search Look For. This button is used to view the details of the book as shown below. All details of the book will appear in the window with the OK and CANCEL button. Clicking on the OK will move to the next record and its details will be displayed. Cancel will cancel the window. Seeing the details of a particular record select that record and click on detailed view. Displayed record number will be displayed at the top of the window. All fields will be displayed like this. Fields with null values will not be displayed.

Circulation Details Circulation Details of the book are displayed here. Details include Member Number, Name, Issued On, Due Date and Reservation Status of the Book issued. If we are searching with Book in the document it is displayed. For book that is not issued, Circulation Details will be Book Status and Reservation Status.

Circulation Details of the member will be different. If you are searching with Member in the document circulation details will display the details of the books taken by the selected member in accession number order. You can check any Members using circulation details. Acc. No. and Title of the books will be displayed.

For taking the printouts of the search results we are using the PRINTOUT command button. Clicking on this button will display the window Print Option as shown below. Print Option In this Print Option window there are two Select Boxes. The first box Field Listing and the second box is Printing Fields. In the Field Listing window all the fields of the Book Accession

12 are listed. You want to select the fields from the Field Listing. You can select a field by just clicking on that field in the Field Listing automatically that field will move to the Printing Fields.

So you can select the appropriate fields you want and it will move to the Printing Fields. If you want to remove any selected field from the Printing Fields just click on that field name on the Printing Fields and it will automatically remove the field from the list and move back to the Field Listing. This button is used to take print outs of the listed item of the search, using the Printing Fields selected. On clicking on this Print button a Text document file will be generated with the details of the books selected named Information.txt in the My Document folder. This button is used to take the Bibliography of the searched books. The Biblio, contains bibliographical details of the book. On clicking on this button will generate a Text document file named Information.txt in the My Document folder. The fields presented in Biblio are Author, Title, Imprint, Year. This button is used to cancel the Print option and move back to Book Details. Properties Properties associated with the Print and Biblio is given here. Print Filed Name: This checkbox is used to print the Field Name while taking Print or Biblio. If it is selected the field names also get printed; if not, only the details are printed. Print Serial No: This checkbox is used to print the Serial No. in the Print or Biblio. If it is selected the Serial No gets printed. Append Mode: This checkbox is used to append or add more contents to the file Information.txt which already exist. More details can be added to an existing file without replacing the contents of the file. Field Separation: This checkbox will be only active when Print Field Name checkbox is not selected. If Print Field Name is selected Field Separation checkbox will get inactive. This is mainly used to separate the contents of fields from one another using special symbols like , , ; , : , &, $ , # , * , % , / , | , - , + , = , etc. Or you can give your own field of separation. On selecting the checkbox of the Field Separation a select box will appear above the Field Separation and you can select the appropriate symbol from the box by clicking on the side button a pull down menu will appear indicating the symbols and you can select from these.

This command button is used to exit from the Information Retrieval of the Libsoft.

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BOOK SPINE Book Spine is used to create the Spine of the book including Book Card. It consists of two parts first part is the Book and the second part is the Spine. You must create spine for taking the printouts of the Spine and Book card. RStatus: This text box is used to select books of a particular status. The status of the book which you are going to select must be entered here. Select Books: This command is used to select the books from the database of a particular status. Before selecting the books you must enter the status of the book in the RStatus textbox. Then clicking on the button will select the book and display it in the book window. Change RStatus of the Books: This command is used to change the Reservation Status of the Book from one number to another. For this you must select the books using the current Reservation Status of the book in the RStatus textbox and clicking on Select Books command. Entering the new reservation status in the text box provided and clicking on the button will change the reservation status of the books selected. Clear Spine: This command is used to clear the spine (if any created earlier). Clicking on this will clear the Spine window. Once you created the Spine and what to create a new one then also we can clear the current spine using this command. Create Spine: This command is used to create a new spine. Before creating Spine you must select the books for creating spine by using the Select Books command. After selecting the books, clicking on Create Spine button will create the spine for the selected books. Only after creating spine you can take the print outs of the Book Card and Spine of the selected books. Spine can be viewed by clicking on the spine part of the window.

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Exit: This command is used to exit from the Book Spine. This two data tool box is used to indicate the number of books in the book part and number of books in the spine. Total number of Books and Spine were also indicated at the upper side of the window. You can move between records using the button provided and also move to the first or last part of the record also. You can switch over to the book part or spine part using the mouse. You can select book or create spine in Book part or Spine part of the window. For viewing the selected books or for viewing the spine created you must switch over to the respective window. This window can also be used to change the reserve status of a group of books as a whole. CIRCULATION Libsoft through Circulation does circulation of library documents among members. The circulation consist of four parts 1) Issue 2) Return 3) Renewal 4) Reservation

1) ISSUE The issuing of book is done here. Before issuing all details about the members, books, journals and multimedia devices must be entered in the computer. On issuing you will have two textboxes of Member No. and Accession No. Enter the member no in the Member No. textbox and press enter key and the control will automatically transfer to Accession No. enter the accession number of the book and press enter. Then Libsoft will automatically display the details of member (Member Name, Category) and the details of the book (refer fig.). On clicking on the Issue button will issue the book to the member and the status of the book (book status) will automatically change to 'OUT'. Issue date (date at which the book issue) Due date (last date at which the book should be returned) are automatically created by Libsoft. Total number of the books borrowed by the member will also get displayed in the window. Total Over Due: This textbox will display the overdue (fine) for the book, which is not returned in the specific period of time. Libsoft will automatically calculate fine. Group Issue: If you want to issue more than one book to a member you can use group issue. Using group issue you can avoid entering the Member No., for each book. On entering the accession number and

15 pressing enter will display the details of the book and pressing group issue will issue the book and wait for the next accession number of the book by keeping the Member No. Cancel: Pressing this button will cancel the current action. Exit: Exit button is used to exit from the circulation 2) RETURN Books are returned here. On entering the Accession No. of the book and pressing enter the details of the member and books are displayed as shown below (see fig.). Member details (Member Name, Category) and details of the book are displayed as shown below. On pressing the Return button or enter key the book is returned and the status of the book changes to 'IN'. You can either enter the accession number of the book or the accession number of the book will automatically comes to the list of the 'Return' so you can select from the list. Details like Issued date, Due date, Return date, Reservation status, Total previous over due, Current over due, Reservation status, Total number of books borrowed are also displayed in the details. Cancel: will cancel the current action. Exit: Clicking this button will exit from the Circulation. 3) RENEWAL This window is mainly used to renew an issued book to further period. Issued books accession number must be entered in the textbox given and pressing enter will display the member details (Member No., Member Name, Category) and the book details and issue date, old due date, renew date and new due date are also displayed as shown in the figure. Already issued book will automatically get listed in the textbox, so you can select either from there or just key in the number and press enter key. So the book will be listed below and on clicking on the Renew button will renew the book for new period of time to the member.

16 Cancel: Cancel button cancels the current action of renewal and waits for the next accession number to be entered. Exit : Exit button will exits from the circulation window and back to the Libsoft main window You can check for the reservation of books, Issue etc using the information retrieval of the Libsoft. On selecting the appropriate document and field name from the information retrieval you can retrieve any information regarding circulation. 4) RESERVATION A member can reserve a particular book for a time period. First reserved get the priority for a particular books which more than one reservation. When one person reserves a book the reservation status of the book for that person will change from zero to 1. If another person reserves the same book the reservation status of that book for that person will be 2. So the first reserved will get priority for the issue of the book. So the reservation status of a particular book can be viewed from the information retrieval of the Libsoft. Add Button: This button is used to add the reservation of the book to a member. Enter the Member No. and press enter, then the control will transfer to the Accession No.. Entering the accession number a window named New Book Reservation will display below and pressing Add Button the book will get reserved to the member and the priority to the member will get displayed in the Priority box. Group Add: For reserving more than one book to a Member you can use Group Add facility. Clicking on Group Add button the Member No. is retained and waits for the next accession number to be entered. On entering the accession number and pressing enter the details of the Member (Member No., Member Name, Category) and Book details and Priority to that member are also displayed. Circulation details like Total Book in Hand, Total Books Reserved are also listed in the window. Pressing the Group Add button will reserve the book and wait for the next Accession No. to be entered. Remove: You can also remove reservation made to a book by a particular user. This is done using the Remove button of the Reservation window. Selecting the Member No. and Accession No. of the book and pressing enter will display the Member details (Member No., Member Name, Category) and book details and the 'Remove' button will get active and pressing the button will remove the reservation of the book. NB: Remove button will get active only if the book is reserved to that member. Entering the member no and accession number of the book will activate the 'Remove' button other wise only the 'Add' button will be active. If you are reserving a new book the 'Remove' button will be inactive and if you are removing a reservation the 'add' button will be inactive. Cancel: Pressing this button will cancel the current action of Reservation or Removal. Exit: Clicking on this button will exit from the circulation and back to the Libsoft main window.

17 MEMBERSHIP All users of the library are registered here. Libsoft keeps separate accounts of each and every user. On clicking on the Membership on the Libsoft main window a new window will appear as below. Add New: Add a new member to the membership. Update: Update the details of a current member. Delete: Delete the current displayed record. On clicking a confirmation message appears asking to confirm the action. Clicking yes will delete the current record, No will cancel the action. List All: To list all the records for editing. After editing, clicking on the button Click Here will regain the original window. Find: To search for a particular member using the Member Number. Exit: To exit the membership window and back to Libsoft. Entering Data in Membership Member No: Member no is entered here. You can give any number including Alphabets and numbers or both. Care should be taken to identify the member easily by number. Category: Category of the member is given here. Category like Student, Staff, and Non-Teaching Staff etc are added. You can add more categories and select and give in this. Name: Name is entered here. Branch: Branch of the member is entered here. Address: Address of the member is entered here. Sex: Select the sex of the member. E-mail: If the member had any e-mail id it should be entered here. Date of Birth: Date of the birth of the member is entered here. Phone: Phone number is entered here. Expiry Date: Expiry date of the membership is entered here. Entry Date: Entry date of the membership is displayed here. The system will automatically update system date here. Over Due: Any fine regarding failure of return of the book at due date is displayed here. Total Books Borrowed: Number of books borrowed by the member is displayed here.

18 Total Book Reserved: Total book reserved by the member. Remarks: Remarks regarding the member should be entered here. Circulation Details: Details of the book issued to the member are displayed here. NB: While editing with List All command care should be taken against accidental deletion of data, which result in loss of data and cannot undo the action. Closing the window by clicking the button Click Here will automatically save the changes. LIBSOFT LIBRARY STATISTICS This window provides Library statistics of the library. It consists of two parts 'Member' and 'Book & Multimedia'. The member part consists of details of members. Total number of Members, No of Faculty, No of Staff, No of Students are all displayed here. Numbers of members reserved books are also displayed. Clicking on "Ok" button will exit from the current window or clicking on Book & Multimedia will move to that window. Books and multimedia: This part of window provides information about Total Number of Documents and Documents within the Library, Document Issued, Number of Reference Documents, Documents Gone for Binding, Documents Overdue, and Documents Reserved. Clicking on 'Ok' will exit the current window. Multimedia All multimedia items such as Cassettes, Cds, Tapes, Floppy and Electronic storage devices are entered here. This window is specially designed for that purpose. You must classify them according to the subject of the contents inside the device. Add New: Use to add a new multimedia device Delete: Delete the current displayed record after confirmation. Update: Edit the currently displayed record. To update a record use Find for searching the record and then update. Find: Search for a particular record using accession number. Exit: Exit from the current multimedia window. List all: List all the records as it was entered and you can edit here. On clicking the records get displayed and the list all button will change to 'close all'. Clicking on 'Close All' button will close the current window and restore the previous window. NB: Any changes or editing did in 'list all' window cannot be undone. Accidental deletion of the records will result in lose of information and cannot undo the action

19 Entering Multimedia Acc. No: This textbox is used to enter accession number of the multimedia device. It is same as that of the book accession. Acc. No. text box cannot be blank. Location: Location refers to the place where these devices are kept or the shelf no etc can be entered here. Title: This textbox is used to enter the title of the multimedia devices. Subject: The subject of the contents in the multimedia device is entered here. You must classify it before entering and it is arranged in the shelf with this number. Producer: The producer of the device is entered here. Language: The language of the device is entered here. Color: Color refers to colored contents or black and white contents are present inside the multimedia devices are entered here. Duration: Duration refers to the length or the duration of matter or program inside the device. Format: Format textbox we refer what is the device is for eg. Whether it is an audiocassette, videocassette or such like things are entered here. Status: Status of the device is that whether it is inside the library or out are indicated here. When you enter the status will be 'in' when you issue it the status will automatically change to 'out'. Reservation Status: Reservation Status is used for members for reserving the device. Details: If any details of the multimedia device are available, it can be entered here. Add New: Use to add a new multimedia device Delete: Delete the current displayed record after confirmation. Update: Edit the currently displayed record. To update a record use find for searching the record and then update. Find: Search for a particular record using accession number. Exit: Exit from the current multimedia window. List all: List all the records as it was entered and you can edit here. On clicking the records get displayed and the list all button will change to 'close all'. Clicking on 'Close All' button will close the current window and restore the previous window. NB: Any changes or editing did in 'list all' window cannot be undone. Accidental deletion of the records will result in lose of information and cannot undo the action.

CATALOGUING
Cataloguing of records is done here. You can conditionally select data by Simple search and Boolean searches. You can sort the data using different fields by order of ascending or descending. Two conditions can be given at the same time using Boolean search. You can print the output in different format also. Giving the conditions and pressing select will select the data according to the condition. If you are searching with only one condition you can use simple search condition. There will be only one Document for searching. All the fields of Book Accession are available for searching in the combo box. On clicking select will select the books and will display as shown. Clicking on Catalogue command button will change the window as shown below. Four options of catalogue cards printing are given.

20 Shelf Card: Shelf card printing will be in the order of the books in the shelf or according to the classification number in the ascending order. Author Card: Author wise printing of Catalogue card is done here. Title Card: Checking this On will print the cards in ascending order of the title. Subject Card: If you want to printing the card according in order of the subject is done here. Print: Clicking on the print button will print the contents to a log file named Catalogue in the My Document folder. Cancel: Clicking on cancel will cancel the current action. Card Size: Specify the size of the card for printing. Width: specify the width of the card Height: Specify the height of the card. Indent: Specify the margins of the card (Including four sides). JOURNAL ACCESSION All Journals in the library are entered here. Journal Accession consists of mainly three parts, Journal adding part, Issue adding part and indexing part. Entering New Journal Add Journal: This command is used to add a new journal to Libsoft. On clicking a new window with all the textboxes will display. Enter the details of the Journal and click on Save to save or

21 Cancel to cancel the current action. Entering Data: ISSN: Indian Standard Serial Number is entered here. Periodicity: From this Combo Box you can select the periodicity of the journal. Type: You can specify the type of the journal here. You can select from the list or type it in the combo box. Title: This textbox is used to enter the title of the journal. Nation: Enter the publishing country of the journal. You have two options, Indian and foreign to select from the Combo Box. Publisher: Enter the name of the publisher here. Pub. Place: Enter the place of publishing. Last Vol. Bd.: Last volume bind is used to specify up to which volume had been bind and stored as a book. Acquisition Mode: Here you must specify the mode of acquisition. Whether it is purchased or gifted or any other mode you can specify. Name & Address of Vendor/Donor: Here specify the name and address of the vendor or donor must be specified here. Remarks: If any remark about a particular journal is there you can specify it in this box briefly. Price: Price of the journal must be entered here. If you are subscribing for a period of time you must specify it here, whether it is Rs/year or Rs/issue. Renewal: Renewal date/ month/ year of the journal should be specified here. Delete Journal: This command is used to delete the currently displayed journal after confirmation. For deleting a particular journal search the journal using Find and after displaying you can delete the journal Update: This command is used to update a currently displayed Journal. To update a particular journal use the find command to find and then update. Find: For finding a particular journal you can use the find command. Clicking on the Find will display a window asking to enter the title of the journal to find. Libsoft will search for the title and if a match found, will display the record. Exit: Clicking on Exit button will exit from the Journal accession. List All Journal: All entered journals will be displayed by clicking on this button. You can edit journals using List All Journal command. Care should be taken against accidental deletion of record(s), which cannot be undone. Closing the listed window by clicking on Close Journal List will close the window and the changes made will be saved automatically. Adding Issues To A Particular Journal Once you entered a Journal you can add issues to it. Issues can be added according to the periodicity of the Journal. Following details should be added for adding one issue to the journal. Add Issue: Adding a new issue to a journal. Before adding issue you must select the journal by using find in the Journal Accession. After displaying the journal in the Journal Accession you can add the issue to that journal using Add Issue command.

22 Volume No: Enter the volume number of the issue here. Volume number will be given in the issue. Make sure that the journal you selected is the same in the issue. Issue No: Issue no of the journal should be entered here. Date of Publication: Publication date of the issue is entered here. The format for date input is dd/mm/yyyy. You can use other format also but its recommended to follow a single rule for all the journal. Date of Receipt: Date of the receipt should be entered here. Or the date of purchase must be entered here. Usually system will update date from the system. Year: Year is entered here. Remove Issue: This command is used to delete or remove an issue from the Issue list. On clicking Libsoft will ask for confirmation, clicking yes will delete the current issue no will cancel the action. Edit Issue: Edit issue is used to edit the currently displayed issue. List All Issue: This command is used for listing all the issues of the journal displayed in the Journal Accession. Indexing: On clicking on Indexing a new window will appear named Indexing in the Journal Accession. INDEXING Indexing is used to index journal articles in the journal issues for further reference. You can save new articles and details in this window. Just clicking on the Indexing in the issue a new window Indexing will appear as shown below. Add: For adding a new article to an issue just clicks on the Add button. Then a new window will appear for entering the details. Edit: For editing already saved article can be done using the edit command. Clicking Ok will save the changes. Remove: To permanently delete an article from the Indexing after confirmation. Clicking Yes will delete the current article, else No will cancel the current action. Title(s): In this text box we will enter the title of the article Author(s): Author or authors should be entered here. Keyword(s): You can also give keywords of the articles Page(s): Number of pages of the articles is entered here.

23 Year: Year is entered here. Abstract: A short description of the article can be entered here. List All: For listing all the indexed articles in the window. Clicking on Close All will close the window and will be back to Indexing window. Close: Clicking on close will exit the Indexing window and go back to the Journal Accession window. NB: Journal Accession, Issue Adding, Indexing are interconnected. Making changes in the upper hierarchy will make the lower inaccessible. For example changes made in Journal Accession will make Issues and indexing inaccessible. Accordingly changes made in the Issue Adding will make its Indexing inaccessible. So changes must be made from the lower hierarchy. Removing also must be done like this. Hierarchy Journal Accession Issue Adding Indexing

Bar code and Spine Printing Spine creation

First Click (Open) Book accession from Libsoft main Window. Click on file menu. Select Book spine from File menu. Clear all the previous items by click on Clear spine. Enter printing status (Default 9) in Rstatus textbox. Click on selectbooks Button. Click on Create Spine button. Exit from bookspine by click on Exit button. Minimize the Libsoft window. Go to desktop. Select shortcut to spine. Double click on shortcut to spine. A Window will appear. Then double click on BS (Barcode and Spine). A new window will appear. Then click on file menu. From the file menu, click on print option. A print Dialog box will appear. Enter the number of pages in page number column. Click on OK button. Go to Book accession. From book accession window click on file menu. Click on Book spine, a window will appear. Then enter the printed status in Rstatus textbox (Default 9). Click on select books. Enter the new status in ChangeRstatus of books textbox (Default 0). Then click on ChangeRstatus of books. Exit.

Spine Printing

Change the Reservation status (After taking Printout Only)