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Learn how to load e-book and audiobooks holdings into Amlib.

It is possible to load e-book and audiobooks holdings into Amlib.

  • An e-book is a digital representation of a printed (hard copy) book. E-books are read via text - there is no sound capability and can be read (or viewed) with different software on a desktop, pocket PC, E-book reader, iPad, Kindle, smart Phone or other device that supports the file type that the book is in (for example: Adobe Acrobat Reader)
  • An audiobook is a sound recording of a book. It may be in cassette tape, CD, MP3 or WMA

(Windows Media Audio) format. One listens to audiobooks via an iPod, MP3 player or on a PC.

  • An e-audiobook is a downloadable audiobook (these are available from OverDrive)

E-books can be supplied via a vendor – for example: OverDrive, Bolinda, etc. See separate notes on setting this up.

NetOPACs

  • Amlib can connect to e-book vendors using a SIP2 connector and therefore validate membership to the library with use of barcodes to make e-books and audiobooks available via the NetOPAC Interface
  • Contact Amlib Support for further information about Amlib and SIP2 connections

Authority

Ensure the 856 – URL Authority tag has been defined, and that there is u and z subfields:

  1. Launch the Amlib client
  2. Go to Main > Authorities > MarcTags – the Marc Tags Within the System screen will display:
  3. Check to see if the 856 | Electronic location and access tag is in the list of tags (it may be also be called 979 | URL Link)
  4. If it is NOT present, then you can add one as follows:
    1. Click the F1 New button
    2. Fill in the fields as shown in the table below:

      HEADING

      DETAILS

      Tag No

      856

      Tag Description

      Electronic location and access

      Default Ind 1

      <leave blank>

      Default Ind 2

      <leave blank>

      Can the Tag be Repeated in a Catalogue (Y/N)

      Y

      Is the Tag an Authority that is only used in 1 Catalogue (Y/N)

      N

      Keyword Search Code

      <leave blank>

      Default Catalogue Show Sequence

      85600

      Allow Tag Xrefs with these comma sep list

      856
    3. Click the F3 Update button to save the tag definitions
  5. You will also need to check/create subfields for the 856 tag:
    1. Highlight the 856 Tag
    2. Click the F7 SubF button- the Tag Subfields table will display:
    3. Add the (u) and (z) subfields as shown in the table below:

      HEADING

      DETAILS

      Subfield

      u

      z

      Subfield Description

      URL

      Descriptor

      Can be Repeated (Y/N)

      N

      Y

      Used in Search Key (Y/N)

      Y

      Y

      Used in Marc Display (Y/N)

      Y

      Y

      Create Keywords

      N

      N

      Seq No

      10

      20

      Also Create Tag

      <leave blank>

      <leave blank>

      Also Create SubF

      <leave blank>

      <leave blank>
    4. Click the F3 Update button when complete The 856 tag has now been configured.

Stockitems

Think about how the Stockitems will be held:

  • Item No (Barcode) – STOCK barcodes generated by Amlib
  • Form – Create new Form code – (ABK) Audiobook and (EBK) E-book (see below)
  • Stats Code – Create New Stats codes?
  • Floor location or Location to indicate that are for downloading rather than to select from the shelves – for example a new Floor or Location of OVERDRIVE
  • Set up would be similar for ClickView items

Form & Stats Codes (Optional)

It is possible to enter a unique Form (Format) code to be used with the e-book and audiobook

records

  1. Go to Main > StockItems> StockitemForms – the Form Codes table will display:
  2. You can add one as follows:
    1. Click the F1 New or F2 Insert button
    2. Fill in the fields as shown in the table below:

      HEADING

      DETAILS

      Form

      EBK

      Description

      E-Book

      Allow Loan

      N

      Floating?

      N

      Cat def Defined

      <leave blank – will auto-complete>
    3. Click the F3 Update button when complete

Authority – Marc Take-Up

In many cases Marc records are available from vendors to download into Amlib using Marc Take-Up.

In most instances, users would select the option in Marc Take-Up to bring a Catalogue AND Stockitem into the system.

You are now ready to load the e-book or audiobook Marc (.mrc) file into Amlib via the normal Marc Take-Up window:

  1. Launch the Amlib client
  2. Go to Main > Authorities > MarcTakeUp – the Marc Import screen will open
  3. Click the F1 Open button – the Open dialogue box will display
  4. Navigate to your E-book (containing data from OverDrive, Bolinda, etc.) folder and select the relevant .mrc file
  5. Once the file name has been located, use your mouse to highlight it and click on the Open button – the Marc Import – Open dialogue box will then display:


    Please Note: If the Import file contains more than 9999 records, it is recommended that Open and Update is selected (ticked) so that all records can be loaded into the database. This eliminates the need to load in sections. The maximum records that can be viewed in the Holding file is 9999 records.

    HEADING

    FIELD

    EXPLANATION/OPTIONS

    EXAMPLE

    Marc Options

    Bibliographic Data

    Bibliographic data to be created for the Catalogue.

    Data from external source (for example: SCIS, SL of WA, Kinetica, etc. with USMARC Tags)

    Authority Data

    Authority data for creation or updating of Authority Headings and/or cross references.

    See and See Also Update from SCIS or other source

    Update the database without viewing the Marc records

    Open and Update

    If checked (ticked), the imported items will not display in the Holding file.

    The Catalogue will be

    Updated immediately

    If unchecked (unticked), the imported items will display in the Holding file.

    Review records

    The Catalogue record will not be updated until the F3 Update button is selected

    Load Range

    All

    All records from the file are downloaded into a holding file.

    All

    Range

    Selected records from the file are downloaded into a holding file. If Range is selected, the next 2 fields have to be updated.

    For example: 1 to 50
  6. Complete the options using the above table:
    • Marc Options = Bibliographic Data
    • Open and Update = ticked, unless you want to view each individual MARC record
    • Load Range = All (unless the file sizes are quite large)
  7. Click the OK button – the Bibliographic Options screen will then display***:
    Heading Field Explanation/Options Example
    Marc Details We think the file contains The data type is displayed Standard format

    SCIS

    ABN
      Total Bibliographic Records The number of bibliographic records will display 32
      Total Authority records (this will only display if the import is for Authority headings) The number of Authority headings with See/See Also references will display 0
    Each Bibliographic record contains: Catalogue data only The system will determine the contents of the import file.  If only Catalogue data exists in the file, this will be the Default option. SCIS Data
      Full Catalogue & Stockitem data

    The system will determine the contents of the import file. If both Catalogue and Stockitem data exists in the file, this will be the Default option.


    Please Note: This item can be selected to create “Dummy” Stockitems even though only Catalogue data exists in the Import file.

    		 SL OF WA Data
      Brief Catalogue and Order data The system will determine the contents of the import file. If only brief Catalogue data and Order data exists in the file, this will be the default option. AOL Data
    When displaying the records show: All tags in the file All tags from the Import file will display in the Holding file for viewing. However, tags not defined in Amlib will not load into the Amlib Catalogue unless the Marc tag is defined. If Tag: 650v is not used in Amlib it WILL still display in the Holding file.
      Only tags defined in Amlib Only tags used in Amlib will display in the Holding file. If Tag: 650v is not used in Amlib it will NOT display in the Holding file.

  8. Ensure the following Marc Details are selected:

    • Each bibliographic record contains =Full Catalogue & Stockitem data
    • When displaying the records show = All tags in file

      If the Marc Details are set to import Full Catalogue & Stockitem data, the Item Default and Item Prices sections will also display:
       

      HEADING

      FIELD

      EXPLANATION/OPTIONS

      EXAMPLE

      Item Defaults

      Please specify default values for each item in the fields below

      Form

      The default values set in the Main > Supervisor > Installation > Stockitem tab will display if defined.

      If these fields are not yet defined, codes which will apply to the items can be entered. Rules for automatic entries of Form and Stats codes depending on the Tags that are imported, and be set in Cat Defs in the Stockitem Form and Stats codes.

      If during the Import, Cat definitions cannot be created, each Stockitem will have a default Form of BK (for example)
       

      Location

      CHELSEA
       

      Lib Group

      LIBRARY
       

      Stats Code

      ANF
       

      Floor Loc (optional)

      DISPLAY
       

      Process (optional)

      IN PROCESS
      Item Prices Minimum price of an item If the item price in the Import file is less than the price set here, enter the Minimum price

      The Import price is

      $8.00 but the Minimum price set here is $10.00, the price in the Stockitem will be $10.00
       

      Appreciate items by

      %

      		 Items can be appreciated by a percentage - for example: GST of 10% 10%
        Depreciate old stockitems Items to be depreciated will be dependent on the table set in Stockitem > Application > Stats Group  
        Use average prices if no price Items will be given an average price, set in Stockitem > Application > Stats Group. If no price is entered in the Import File  
  9. Complete the following Item Defaults:
    • Form = type in an applicable Stockitem Form Code – for example: EBK
    • Location = an applicable location code – for example: SLIB
    • Stats Code = an applicable Stockitem Stats Code – for example: SFIC
    • Floor Location = could be useful to have a specific Floor Location – for example: Overdrive
  10. Click on the OK button when complete
  11. For users, who didn’t tick the Open and Update option box at step 5 above, then the following Marc Import screen will display:
    1. Review and alter the Marc record as required using the Insert, Update, Delete, Modify and Restore buttons along the right-hand side of the screen
    2. Click the F3 Update button when complete
  12. The Update Options window will then display, where Cat(alogue) and (Stock)Item Options can be selected:

    HEADING

    FIELD

    EXPLANATION

    Cat Options

    When an incoming Catalogue is matched with an existing Catalogue:

    Display an IGNORE/REPLACE message

    A message will display at each match occurs. At each match, the operator will get a choice to create a new catalog, replace the existing or to keep the existing details.

    Keep the existing Record ie NO UPDATE

    No Update occurs for the Catalogue

    Add Authorities but Replace Non-Authorities

    Does not replace existing Authorities but adds new Authorities to the record. However, it replaces any Non Authority data from the Import

    Replace the existing Catalogue ENTIRELY

    All tags from the Import are used, overwriting any existing data

    FIELD

    OPTION

    EXPLANATION

    Replace all tags EXCEPT:

    Don’t delete the following tags from the existing catalogue eg.

    650,700

    This will vary according to the setting in Main > Supervisor >

    Installation > Catalogue tab:

    • MARCImport Replace: don’t delete these tags from the existing cat
    • MARCImport Replace: don’t import these tags from the existing cat

    Adds non-identical tags when importing all but specified Tags. Existing data in the specified Tags remains unchanged

    Don’t import the following tags from the incoming catalogue eg.

    650,700

    Adds non-identical tags when importing. Does NOT import the new data in the specified Tags. Existing data in the specified Tags remains unchanged
  13. Cat Options: When an incoming Catalogue is match with an existing Catalogue:
    • Replace the existing Catalogue = marked
       

      HEADING

      FIELD

      EXPLANATION

      Item Options

      When an existing Catalogue is replaced, all existing Stockitems:

      Keep their current display

      No existing Stockitems are refreshed – they remain the same

      Are refreshed from the Catalogue

      All existing Stockitems are replaced by the new Catalogue details

      Are refreshed except lines: eg. 1,5,6

      Enter the line numbers to be retained – for example: 6 (Line 6, which is usually Call Number). Line numbers correspond to the 6 lines of Stockitem display (for example: Line 1 is usually Title, Line 2 Author etc.)

      FIELD

      OPTION

      EXPLANATION

      Please choose the location to use when matching an order

      Exact

      Only order items where location is the same as the current Amlib location will be candidates for replacement

      Any

      Stockitems on the file may replace any order item on the database

      Only create stockitems

      Checked

      The import of data will result in no Catalogue records being created. Only Stockitems will be created.

      Unchecked

      (Default)

      Create Catalogue records as well as Stockitems
  14. Item Options: When an existing Catalogue is replaced all existing Stockitems:
    • Are refreshed except lines: 6
  15. Click the OK button when complete
  16. A Saved Files screen will then display – enter the Saved File names to be used for the new e- books:

    HINT: These files assist in finding the newly created Catalogues, Authorities and/or Stockitems after the import. The Filenames are created so that you can identify the file later. A suggested Filename could be the type of data – for example: SCIS or EXCHANGE, the date and the initials of the staff member processing the data.
  17. Type the names of the files into which all the newly created Catalogues, Authorities and/or Stockitems will be saved. If you do not want to check new items – for example: Authorities, do not enter a filename
  18. Click the OK button
  19. The Marc file will then be imported
  20. An Update prompt will display, indicating the progress of the import:
  21. When the update is finished an Update prompt will display, showing the number of records Updated: Record Numbers X to X have been Updated.
  22. Click the OK button

Would you like to see a list of the imported records?

  1. Open the Authority, Catalogue or Stockitem module(s)
  2. From the menu, select File > Display File – the Saved Query Results screen will display:
  3. Highlight the filename and click the F9 Select button
  4. A List of imported items will then display

*** If your import failed to automatically create a set of stockitem records (and the We think this file contains field on the Bibliographic Options – Open & Update screen displayed US AOL, then it is probable that your Marc Import Definitions need changing – see Marc Import Definitions (below) for more information.

NetOPACs Display

The NetOPAC can be altered to give information about the records:

Other Things to Consider

If a new Form code or Stats code (or both) are used it is possible to set an Opac Description (which will display in the NetOPACs) the OPAC Form Descriptions:

  • Main > Supervisor > Opacs > OpacFormDesc

Ensure the 856 Tag is included on the Marc Tags Within the System screen:

  • Supervisor module: LibraryMenu > Opacs > OpacDisplayTags

Marc Import Definitions

  1. Launch the Amlib client
  2. Open the Authorities module
  3. Go to Application > MarcItemDefs – the Marc Import Definitions screen will display:
  4. Select the Import Orders tab
  5. Ensure the AOL Number (Mandatory) is not 001
  6. If it is 001, the change it to 955
  7. Click the F3 Update button when complete

What you may like to discuss with your E-book/Audiobook Vendors

 

  • How many titles can a Borrower have at the same time?
  • How long will a Borrower get to keep the Titles checked out for?
  • How do they “return items”?
  • Can they renew the items I have checked out?
  • What happens when they place a title on hold?
  • How many items can they place on hold at the same time?
  • When a hold becomes available for check out, how long do they have to check out the title before the hold expires?
  • When the title is available for you, how will they be contacted?
  • How do they cancel a hold?
  • How do they change the email address that I entered when I placed a hold?
  • How do they rate titles?
  • If a new library card number is issued what needs to happen?

Add a Link Text to your Pre-existing URLs (with no z Description)

If you already have URLs in your catalogue records, you can mass add a description to them all.

  1. Go to Main > Authorities > MarcTagMaintenance – the Marc Tag Maintenance screen will display
  2. Enter the following settings:
    1. 1. Choose the Marc Tag Maintenance Task: drop-down, select: Add a subfield to a tag ( replaces existing ) or leave text blank to delete a subfield
    2. 2. Specify which Marc Tags(s) to apply the change to: click on the Select Tags... button, select the 856 | URL Link tag and then click the OK button
    3. 3. Select other options relating to the maintenance task: - leave blank (to apply to all tags) or click the Options... button to apply the change to a previously created Authorities Saved Query Results File
    4. 4. New subfield type = z
    5. Enter text below = type in the text that you want to be displayed in the NetOPACs for the link – for example: Click here for further information
  3. Click the F3 Start button to run the maintenance
  4. The selected tags will then processed:
  5. Once complete, a prompt will display with the following: The XXX Subfields have been added / deleted.
  6. Click the OK button

The changes to the Amlib client configuration are now complete.

Adding Additional URLs to an Existing Catalogue Record

It is possible to add in a secondary URL to a Catalogue record with an existing URL.

  1. Launch the Amlib client
  2. Go to Main > Catalogue > Catalogue (or the icon) – the Catalog screen will display
  3. Locate the item to be modified using F5 Query:
  4. From the menu, select Catalogue > Catalog Modify using Worksheet – the Work Sheet screen will display
  5. To enter additional 856 (URLs) tags, click the F2 Insert button – the Select For Creation table will display:
  6. Scroll down to the 856 | Electronic location and access tag and double-click (or select and press <enter>) it to select it – the new 856 tag will appear in the Work Sheet
  7. Add the following data:
    1. 1 - u | URL
    2. 2 - z | Descriptor – for example: Click here for alternative link
  8. When the record is complete, click the F3 Save button – a prompt will display with the following message: Some new Authorities will be created. Continue with Save?
  9. Click the Yes button

Editing of the Catalogue record is now complete.

The additional URL should now display in the NetOPACs: