Introduction to ALEPH
University of Knowledge
May 15 – 16, 2003
Doron Greenshpan
Session Agenda
Stage
Stage
Stage
Stage
Stage
Stage
Stage
0:
1:
2:
3:
4:
5:
6:
Concepts
Naming and Numbering Conventions
Linking
Modules and Functions
Oracle and ALEPH Tables
Definitions – Item, sublibraries and Call Numbers
Directory tree overview
2
Intro to ALEPH
Stage 0: Concepts
3
Intro to ALEPH
The Rough Guide to ALEPH
ALEPH modules
ALEPH tables
Oracle tables
Oracle database
4
Intro to ALEPH
Basic ALEPH Terms
• Library (An environment set around a UNIX directory which
contains relevant ALEPH tables and parameters for that
environment).
Examples: the bibliographic library, the holdings library.
• Modules (various GUI and Web clients for functionality - for
the librarians/patrons).
Examples: the Circulation module, the Web OPAC
• ALEPH tables (configuration files defining system
functionality and display)
• Oracle Tables (containing all the administrative and
bibliographic data)
5
Intro to ALEPH
Libraries = Directories and More
When we talk about a “library” in ALEPH we normally mean a
“local directory” which has Subdirectories/files for
representing data in the Oracle tables.
A “library” is also an environment defined by files in that
directory.
So, “the bibliographic library” is actually a environment based
on a local directory with files which define cataloging and
searching functionality.
“The administrative library” includes files which define
acquisitions, circulation, serial control and other so-called
‘administrative’ functions.
Intro to ALEPH
6
Libraries = Directories and More
Another way to look at this:
usm01 (a demo bibliographic library) is the
framework (representation) for the bibliographic
data (records) stored in the Oracle tables.
usm50 is the framework for administrative data
(records) in that demo library.
7
Intro to ALEPH
Basic Definitions in Context
ALEPH Libraries: the Bibliographic Library is a Unix
directory containing various ALEPH Tables and other
files which define display and functionality:
…/aleph/a16_1/usm01/pc_tab/catalog/…
8
Intro to ALEPH
Basic Definitions in Context
ALEPH Tables: tables define looks and functionality
of data between raw Oracle format and Modules.
For example:
…/aleph/a16_1/usm01/pc_tab/catalog/codes.eng
!1
2 3 4 5
6
7
8
!!!!!-!-!-!-!-!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
050
Y N N L LCC No.
L Library of Congress Call Number
245
Y N N L Main Title
L Title Statement
260
Y N N L Imprint
L Publication, Distribution, etc.
300
Y N N L Physical Des.
L Physical Description
9
Intro to ALEPH
Basic Definitions in Context
Modules: the Cataloging module lets the user
create/modify bibliographic records.
10
Intro to ALEPH
Basic Definitions in Context
Modules: the Web OPAC lets the end-user search
and view bibliographic and other records.
11
Intro to ALEPH
Basic Definitions in Context
Modules: the Search function in GUI modules allows
library staff to search and view bibliographic and
other records.
12
Intro to ALEPH
Basic Definitions in Context
Oracle Tables contain the actual records’ data itself.
For example, Oracle table Z00 (displayed in ALEPH
sequential format):
05000 L $$aQL685.5.B8$$bB57 1990
24504 L $$aThe Birds of British Columbia /$$cby R. Wayne
Campbell ... [et al.].
260
L $$aVictoria, B.C. :$$bRoyal British Columbia Museum
in association with.
300
L $$av. <1-2 > :$$bill., col. maps ;$$c32 cm.
504
L $$aIncludes bibliographical references and index.
5051 L $$av. 1. Nonpasserines, introduction, and loons
through waterfowl -- v..
650 0 L $$aBirds$$xBritish Columbia.
7001 L $$aCampbell, R. Wayne$$q(Robert Wayne),$$d194213
Intro to ALEPH
Stage 1: Naming and Numbering
Conventions
14
Intro to ALEPH
Library Naming Conventions
Each library name is made up of a three-letter code for the
library, plus a two-digit number designating the type of library
(see below).
The main demo libraries are named after the cataloging
standards: USMnn, UNInn, MABnn. Clients’ libraries have
unique client-specific codes.
Examples:
USM50 is the (demo) ADM library for MARC 21.
UNI10 is the (demo) AUT library for UNIMARC.
KCL01 is the BIB library for King’s College, London
15
Intro to ALEPH
Library Types
Name
Code
Administrative libraries
ADM USM50 - USM59
Authority libraries
AUT USM10 - USM19
Holdings libraries
HOL USM60 - USM69
ILL libraries
ILL
Bibliographic libraries*
BIB
Course Reading libraries
*Mandatory
Standard Numbering
USM01 - USM09
USM20 - USM29
USM30 - USM39
16
Intro to ALEPH
Numbering in ALEPH
Unique record numbers:
System no.
in the BIB library
ADM no.
in the ADM library
Unique item number:
Barcode
for each distinct Item (for example:
each identical copy of a book, and
each issue of a journal, have a
unique barcode)
17
Intro to ALEPH
Bibliographic (BIB) Library and Records
• A framework for bibliographic records.
• Each record is uniquely identified by:
System Number.
• One BIB record per each unique title.
18
Intro to ALEPH
Administrative (ADM) Library and Records
• A framework for ADM records which link between BIB
records and administrative functions (such as: Acquisitions
orders, Item information etc.).
• Each record is uniquely identified by: ADM Number.
• The unique ADM Number links between Oracle tables (e.g.
Loan record
Item record)
• One ADM record per each BIB record.
Note: in consortia installations, there may be more than one
ADM per each BIB.
19
Intro to ALEPH
Holdings (HOL) and Authorities (AUT) Libraries
• HOL records store information about the library’s holdings:
location and coverage.
• AUT records provide authorized forms of names and
subjects, and the interrelationships among these forms.
• Each type is based on the relevant MARC 21 cataloging
standard.
20
Intro to ALEPH
The Records in a Glance
(monographs)
Item
AUT
HOL
BIB
Item
Item
HOL
ADM*
Item
(serials)
HOL
Subscription
* Multi ADMs: for consortium-type libraries only
Intro to ALEPH
Item
Item
21
Stage 2: Linking
22
Intro to ALEPH
Library Links
For any given title, ADM and HOL records are
internally linked to the BIB record.
The link (also called LKR) is based on the system
numbers and the ‘home’ libraries of the records.
The link is created automatically whenever an ADM
or a HOL record is created for a BIB record.
23
Intro to ALEPH
Links to BIB from ADM and HOL
HOL record
ADM record
BIB record
Links
to BIB
record
24
Intro to ALEPH
Stage 3: Modules and Functions
25
Intro to ALEPH
ALEPH Modules and Functions
GUI Modules
Acquisitions/Serials
Cataloging
Circulation
ALEPHADM
Web client
OPAC
Course Reading and Reserves
Interlibrary Loan (ILL)
GUI Functions (within modules)
Items
Search
26
Intro to ALEPH
Module Descriptions
Acquisitions/Serials (Acq, Serials) - Ordering, invoice
handling, material arrival and claiming. For serials –
prediction, subscription, check-in, claiming and routing.
Cataloging (Cat, Catalog) - Well, cataloging.
Circulation (Circ) - Loans/returns, requests, patron
management, cash management, reading room.
Interlibrary Loan (ILL) - both incoming and outgoing.
ALEPHADM – Managing tables (server and client),
connections, profiles and translation files.
Intro to ALEPH
27
Function Descriptions
Items - Item management, binding (available in all GUI
modules).
Search (Staff Search) - Catalog searching for library staff
(available in all GUI modules).
Task Manager - Monitoring of batch services and reports,
printing (available in all GUI modules).
28
Intro to ALEPH
Stage 4: Oracle and ALEPH Tables
29
Intro to ALEPH
Tables: ALEPH and Oracle
ALEPH tables - define the functionality and look of
the system. Various names - some arbitrary (e.g.
tab42), others more descriptive (e.g. check_doc,
tab_block_circ).
Oracle tables - contain the actual data stored in the
Oracle database. All named in the Znnn format where ‘nnn’ is a 2- or 3-digit number.
For example: Z30 (item information), Z68 (order
information), Z109 (web OPAC basket).
30
Intro to ALEPH
A Typical ALEPH Table
tab17 (Library Open Hours)
! 1
2
3 4
5
6
!!!!!-!!!!!!!!-!!-!-!!!!-!!!!
17A
17A
17A
17A
17A
17A
17A
17A
17A
20001225
20001226
########
########
########
########
########
########
########
00
01
02
03
04
05
06
C
C
C
O
O
O
O
O
C
0900
0930
0900
0930
0930
1715
1715
1730
1730
1730
31
Intro to ALEPH
A Typical Oracle Table
01 z76_budget \
02 z76_budget_number ..........ARCH-1999
02 z76_budget_type ............REG
02 z76_external_budget ........Humanities
02 z76_name ...................Archeology (mono)
02 z76_department .............Archeology
02 z76_annual .................Y
02 z76_currency ...............USD
02 z76_max_over_committed .....00000000000500
02 z76_max_over_expenditure ...00000000000500
(Cont…)
32
Intro to ALEPH
Stage 5: Definitions - Items,
sublibraries and call numbers
33
Intro to ALEPH
Items
The Item is the ALEPH ‘atom’.
Nearly all library activities are based on items, for
example: loans, serial subscriptions and check-in.
An item in ALEPH represents a physical unit with a
unique identifier: the item Barcode.
Two identical copies of a book = two Items.
34
Intro to ALEPH
Items
The Items function is available in the Cat and Circ modules,
accessible in each through the Items tab.
35
Intro to ALEPH
Sublibrary/Collection/Call Number in Real
Library:
University of Westminster, London
Sublibraries: Harrow Medical Library
Central London
Library
Collections:
First Floor:
Medicinal chemistry
Second Floor:
Bio-statistics
Call Numbers:
Main shelves:
Dewey DC
Periodicals:
Own Class.
36
Intro to ALEPH
Sublibraries
The smallest administrative unit - a distinct subdivision of an
ADM library.
Items, orders, subscriptions, loans and other records are all
created at sublibrary level.
Each sublibrary may have its own distinct circulation policy.
Authorizations for librarians for the various functions are also
given on sublibrary level.
37
Intro to ALEPH
Collection/Call Number
Entering the collection and call number of items is optional.
They can be used to describe precisely the shelf location of
an item in the library.
Each sublibrary has its own set of possible collections and
locations (which can be based on different classification
standards, e.g. Dewey or Library of Congress classification).
38
Intro to ALEPH
Stage 6: Directory Tree Overview
39
Intro to ALEPH
Directories I
Two types of directories on the server are of interest
to system librarians:
• The alephe directory is a “global” directory that
includes files used by all the local libraries.
• Local directories (“libraries”) contain files that are
local to specific libraries (e.g., usm01, ndu50). Each
also contains the library’s file_list and prof_library
files.
40
Intro to ALEPH
Aliases and Shortcuts
Some Subdirectories have aliases (shortcuts) (e.g., “dt” for
the tab sub-directory), which are listed in orange font in the
following text.
•
to connect to a library environment, enter dlib <library
code> (e.g. dlib usm01).
•
To open a local subdirectory, either use the alias or a path:
Path:
cd $data_tab
Alias:
dt
•
To connect to the alephe directory, enter cd $alephe_root.
41
Intro to ALEPH
The Tree Structure (Top Level)
aleph
Version
Directories
a16_1
aleph
alephm
alephe
usm01
usm10
usm50
etc.
Local Subdirectories
42
Intro to ALEPH