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George A. Smathers Libraries > Collection Management Department > CM Support > Manual

     

    Creating Templates in ALEPH for DVD and VHS Orders

     

  1. Open Aleph and go into the Catalog module.

  2. Click on the “File” menu at the top left corner of the Aleph screen and select “Open Template.”

  3. Choose the “BOOK.MRC” template. Click “Open.”

  4. Go to the “Edit” menu, and choose the option “Change record’s format.” Highlight “Visual Materials” and click “OK.”

  5. Highlight the “LDR” line, and press “Ctrl+F.” A pop-up box will open. Edit the following options: (If an option is not mentioned, accept the default values for that field.)

    6. a. Record status (05): Change from “n” to “c.”
    b. Type of record (06): Change from “a” to “g.”
    c. Char. coding (09): Delete.
    d. Encoding level (17): Change from “5” to “u.”

  6. Click “Ok.” A pop-up will say “Checking the field reported warnings, close anyway?” Click “yes.” (See note at end of the document if no pop-up box appears.)

  7. STA Status Field: Do not change.

  8. Place the cursor in the 008 Fixed Data field: Press “Ctrl+F” and make the following changes: (If an option is not mentioned, accept the default values for that field.)

    9. a. Form of item (29): Delete.
    b. Undefined (30-32): Delete.
    c. Type of visual material (33): Change to "v."
    d. Technique (34): Change to "|" (Shift + " | \ " Key)

  9. Click “Ok.” Another pop-up box will open and say “Checking the field reported warnings, close anyway?” Click “yes.” (See note at end of the document if no pop-up box appears.)

  10. 040 Cat Source: Hit “Ctrl+F5” to delete this field.

  11. 100 Personal Name: Type “NAME” in the field to the right of the lowercase “a”.

  12. 245 Main Title: Type “TITLE” in the field to the right of the lowercase “a”. Change subfield “b” to an “h.” Next to the “h” type “videorecording.” In the public mode, this line will alert patrons of the format of the material.

  13. 260 Imprint:

    a. Type "PLACE" in the subfield to the right of the lowercase "a".
    b. Type "PUBLISHER" in the subfield to the right of the lowercase "b".
    c. Type "DATE" in the subfield to the right of the lowercase "c".

  14. 440 Series/Add. Tit.: Delete this field.

  15. 599 Not in Table: Delete this field. (*Note: This field may be used for additional notes to Acquisitions. It is not required for all templates. A permanent note can be created here for certain templates which require special instructions such as Special Collections funds.) If a note is not required, this field should be deleted.

  16. OWN Owner: Do not change.

  17. TKR NOTIS Tickler: Next to the lowercase “a”, type 5 X’s, (these X’s will later be replaced with the fund code each time an order is created) followed by a backslash, type “YYMMDD” followed by a backslash, then your initials. The format for the TKR field should look like this: XXXXX/YYMMDD/INITIALS

    Example: XXXXX/YYMMDD/AZ

  18. A 007 Physical Description Fixed Field line must be added to the template next. To add a 007 line, hit the F5 key and choose “Physical Description Fixed Field” from the list. Click “OK.” Press “Ctrl-F” to edit this field. A “Choose Form Type” pop-up box will open. Select “videorecording” and click “OK.” A second pop-up box will open (Form for Field 007) with several options. Edit the options in the following manner. If an option is not mentioned, accept the defaults for that option.

    a. Material designation (01): change to "u"
    b. Videorecording format (04): change to "b" if making a template for VHS orders or to "v" if creating a template for DVD orders.
    c. Sound on medium or separate (05): change to "u"
    d. Medium for sound (06): change to "u"
    e. Dimensions: change to "u"
    f. Configuration of playback (08): change to "u"

  19. Click on “Ok.” A pop-up box will again open asking, “Checking the field reported warnings, close anyway?” Click “yes.” (See note at end of the document if no pop-up box appears.)

  20. Add a 037 Source of Acq. field:

    a. Type "PRICE" to the right of the lowercase "a".
    b. Type "1 COPY" next to the "b".
    c. In capital letters, next to the "c", type the default sub-library of the fund for which you are creating the template. List of locations
    d. Change subfield "f" to a "d." In capital letters, next to the "d", type the default collection of the fund for which you are creating the template. (Type "DVD" for a DVD template or "VID" for a VHS template.)

  21. Add a 590 Local Note field: Type “IN PRE-ORDER PROCESS” to the right of the lowercase “a”. This notice will display on the public record until Acquisitions acts on the provisional record and changes the status of the item.

  22. Hit “Enter.” This will remove any unused subfields and put the remaining fields in order.

  23. Finally, go to the “File” menu and select “Create template on local drive.” A pop-up box will open. Enter the appropriate name for the template (DVD, VHS, etc.) and click “Ok” to save the template for future use.

    24. *Note: An inconsistency in ALEPH has been noted in this area. If you do NOT see a pop-up window at times, there is no reason to be concerned.

 
 

 

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