THE LEADING LIBRARY MANAGEMENT SYSTEM

Management

The Alice library system allows you not only to catalogue books, but also a whole range of other resources such as CD ROMS, videos, spoken Word cassettes, reports, grey literature, websites, computer files and even library equipment …

The Management module comprises the following elements: Cataloguing extensive Reporting facilities, Housekeeping utilities, System Administration facilities, Backup/Archive/Restore and Disaster Recovery, Comprehensive Security.

Alice makes \"manual\" cataloguing easy with simple screens presented in a logical order, allowing you to enter only the information that is relevant to your library. There are a number of the fields in the catalogue that are authority file controlled, thus speeding up the cataloguing process and giving consistent entries which is advantage when many hands are involved.

The Management module offers many other advantages such as:

• Simple global change facilities within the authority files
• Short cuts to several other Alice modules allowing you to 'drop' catalogue details into ie. Periodicals and Acquisitions.
• Full Transaction Log facilities to preserve all changes in the event of data corruption
• Powerful housekeeping functions to alter the management, content and value of existing data
• Full MARC cataloguing facilities (UKMARC, USMARC, MARC21)

Circulation

The Alice Circulation module controls all the everyday circulation functions (loans, returns, reservations, renewals) in a straightforward and easy to use manner. The system includes a borrower file that caters for a range of different borrowers ie. students, staff. This can either be added to manually, or by carrying out a simple import from the administration/office system.

Within the Circulation module there are many other features, for example:

• A booking system for rooms, equipment, multimedia resources. These can be booked in advance for the part day and double bookings are detected and reported.
• Within the borrower file, the user can define 20 extra fields of information.
• A fines facility, allowing maximum fines and even a % of the cost of a resource to be charged.

Alice offers an extensive range of Circulation reports ie. Loan Activity, Top 100, Monthly Loan Statistics, Current Loans and many more. Our reporting facility is continually growing to meet the ever-changing requirements set for libraries.

Inquiry

The Alice Inquiry module has been designed with both the student and librarian in mind as it provides both with direct and easy access to catalogue information. Alice will always present a closest match to what ever is entered. Alice can search the database by all of the following indexes: Title, Author, Subject, Keyword, Series, Topic, Publisher, ISBN, Classification number, barcode number, accession number. In addition there are a number of restrictions that can be applied to a search such as publication date and Material Type.

Full details of an item, including specific copy information and availability status are displayed. There is also access to any multimedia attachment (Multimedia module required) and maps of the library and other areas where resources are held.

There are a number of other facilities:

• A failed search list is compiled, allowing librarians to study the list to aid stock acquisition and adjust terminology within the catalogue.
• Computer files and websites can be catalogued just like books and direct access to them is given via Inquiry
• A borrower knowing their borrower barcode and pin number can check their current loans and their due date within the Inquiry module
• Boolean (complex) searches can be carried out using a straightforward method that does not require any formal library knowledge.

Rapid Retrospective

This module of Alice is a very popular choice with libraries that do not have an automated library catalogue and are effectively automating \"from scratch\". It works alongside a data source on CD ROM - You can choose the most appropriate to your library stock e.g. British Library BNB or TES Bookfind. The Rapid Retrospective Cataloguing module along with a data source offers you the opportunity to load catalogue records very quickly (between 500-1000 per day), just by entering the ISBN, and enables you to set local information as you go. There is a clever facility that also allows you to quickly load a catalogue record even if it is not found on the CD ROM data source.

Quick Search

Quick Search offers simpler search screens, a larger and colourful typeface and not too much information about a resource. Quick Search provides three methods of searching:

• A colourful, pictorial means of finding resources based on key subject areas
• A one-word term entry screen, which shows the index scrolling as the child types, matching letter by letter
• A two-word term entry screen, which again shows the index moving as a terms are typed. This time it is possible to search on two words, allowing them to be combined by AND/OR.

QuickPic

QuickPic is an excellent Inquiry facility for very young children or for those with reading difficulties as it can be run without the aid of a keyboard or mouse. Containing upto 1000 colourful picture buttons in total, the module initially offers 22 subjects areas to search from, and then upto a further three levels of search options. You are presented with bibliographic details in rainbow colours, and like standard inquiry can also reserve, observe the library map and view multimedia files (in conjunction with the Multimedia module).

QuickPic can also be configured by the User, if required. You can creative and produce your own picture icons and establish your own search process e.g. for a Careers Library.

Multimedia

The Multimedia module allows you to attach images, sound files, video clips and slide shows to catalogue records and pupil photographs to the borrower record.

The attachment of multimedia files to the catalogue record makes an eye-catching addition to the Inquiry module. Multimedia files can also be viewed through the QuickPic and Quick Search inquiry modules.

The borrower photographs can be successfully linked to an outside source, and provide an additional security check for the library staff.

Textbook Control

This module has been designed for Educational Libraries, where very often the library is responsible for textbooks loans. Large numbers of copies of textbooks can be established and special copy numbers are allocated. Borrowers are set up to be eligible for Textbook loans and the books are allocated to the appropriate individuals. Special reports provide Faculty Lists, Allocation Lists and Stock Lists. Textbook resources are easily differentiated from other library resources, to the Inquirer.

Self Circulation

If your library is un-staffed for significant periods, you can adopt a secure circulation mechanism and leave the system in a state where loaning can be operated by the library users themselves. A set procedure must be followed e.g. it is no longer possible to identify a borrower simply by name, keyboard entry can be precluded and use of a barcode reader required. The system operation is subject to special security parameters.

Plescon Security

A link between Alice and the Plescon security system (available from Plescon Security Products) was pioneered in 1997.
To achieve this a metallic tag is usually placed underneath an oversized barcode label and certain hand-held CCD scanners can be adapted to incorporate a deactivate/reactivate devise. As a result, one single operation (loan/return) both reads the barcode of the library resource and carries out the transaction within Alice and activates/deactivates the magnetic tag. The importance of this link is that, for the first time, a library management system is able to actively control a security system and e.g. only allow deactivation of a book if the loan has been approved.

Periodicals and Journal Indexing

These two modules form the Serials Control process. It is possible to have periodicals on its own and then add Journal Indexing at a later date.

The Periodicals module provides rapid simple management of journal issues. It allows you to define the periodical title, supplier details and other typical information such as title change, notes, ISSN etc The next stage gives the opportunity to enter Subscription information, followed by a definition of the expected issues. Alice automatically generates the issues to be received and, once the set up is complete, the receipt process is very quick. Changes to the description can be made easily, future and missing issues can be identified and accordingly managed.

The Journal Indexing module allows the operator to enter details about specific journal articles that can then be accessed by library users in Inquiry.

Together these two modules form a rapid and simple Serials management system and all periodical/journal copy and article details can be searched via the Inquiry module.

Acquisitions

The Acquisitions module offers the functionality you would require if you were responsible for your library's purchasing budget. The module enables you to manage the whole process efficiently and includes:

• Budgetary control of purchases (resources and general library resources)
• Production of orders for suppliers
• Processing of items received from suppliers
• Recording of suggestions and requests from library users on a 'wish list'
• Print reminders for late order
• Manage on approval items and recording of comments and recommendations from previewers.

A useful connection between Acquisitions and Management/Cataloguing and Inquiry exist which permits the transfer of information to be carried out quickly and efficiently without replication. An extensive reporting facility exists within the Acquisitions module.

Union Catalogue Direct

Alice can be licensed and operated over a Wide Area Network, to as many sites as desired. UC Direct introduces a fourth element into 'where' a resource is held: site/location/classification/suffix is now the shelf number/call number. When an Inquirer enters a search term, they first view all the resources Local to them (ie. on the site on which they have made the inquiry) and then, at the press of a button, an additional list of all matching resources on Other sites.

Book Wizard

Book Wizard is a colourful interactive program that is a brilliant aid for younger readers who are unsure of what they want to read. Developed in association with publishers, educationalists and librarians, Book Wizard is a CD ROM library with books catalogued according to genre and reading age.

The Book Wizard can be integrated automatically with your Alice Catalogue (with the Book Wizard Control module) so that you can see AfW copy and availability information through Book Wizard and you can see Book Wizard images etc. from AfW Inquiry. If you wish, Book Wizard can be set to display only the books within your library. Alternatively, you can run this program separately to Alice - this is a popular option because it can prove a very useful acquisitions tool.

For further information about the Book Wizard product please either try our online demonstration or call the Softlink Office to receive a copy on approval.

Internet Suite !NEW

The Alice Internet Suite has recently been introduced to supercede AfW Web Inquiry. In its simplest configuration, it will allow you to share your library resources with Inquirers remotely (Internet/Intranet), enabling them to search the catalogue from their own home, desk and other locations by using an Internet browser such as Internet Explorer or Netscape. Due to the nature of Internet browsers, non-PC machines such as Apple Macs can view/search the library catalogue. It can also be applied over a wide area network, to connect multiple AfW and other databases. Alice is also now z39.50 compliant.

The Internet Suite currently comprises 4 elements:

• Internet Inquiry
• WAN Server
• WAN Proxy
• Z30.50

The minimum required to publish your catalogue from one Alice library system is Internet Inquiry + WAN Server. For further details about each element, technical requirements and set up, please contact us.

Multilingual !EXCITING NEW DEVELOPMENT!

It is now possible to operate Alice in any language including Arabic, Hebrew, Chinese and Vietnamese.

This module is ideal for:

• Any library that has resources in a variety of languages
• Libraries whose borrowers come from different cultural groups
• Those who wish to 'define' their own 'custom' language and change field names within the AfW system to suit your own requirement

Library Services/ Advance Bookings

Designed with large Resource Centres and Library Services in mind, this module offers a number of useful unique components for example:

• The ability to advance book an item for a definable period of time in the future. This can be done either by the borrower, with the use of their barcode and pin number via Inquiry, or by the library staff from within the Library Services area of the system. Both methods are straightforward and easy to follow.
• At the point you dispatch the item/s to the borrower you have the option to export the catalogue records to a floppy disk. In the instance that these issues are being made to another library, the disk can be used to import the items into their automation system.
• Define collection and return methods ie. courier, post, internal delivery. Additionally set up and print route details if the items are to be delivered by the library services own transport.
• Reporting facilities including confirmation notices, overdue notices for items that have been booked in advance.
• The ability to set up closed days and holiday periods within the year. Consequently, the calendar is a useful tool to aid booking decisions

Technical Publications

The purpose of the Technical Publications module is to manage resources that are regularly updated (such as technical manuals, H & S reports, company literature, maintenance schedules etc.) and control the distribution of copies of such materials.

Fingerprint Recognition Module

Softlink are delighted to announce the release of the fingerprint recognition module. This new innovative module allows any user of the library to identify him/herself to the issue desk or any Inquiry machine by simple placing a finger on a sensor.

The fingerprint recognition module offers the school library great advantages:

• Speed up the loans process.
• No longer need to deal with borrower cards.
• No more lost cards to replace.
• Prevents problems where pupils attempt to take resources out using someone else's card/name.
• Technologically advanced - raise the profile of the library within the school

Call us today for your fingerprint module information pack.

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