Voyager System Section A This report contents information about the Voyager System used by the Access Services Department of Harvey A. Andruss Library. The computerized system function as an integrated library animation that depends on a network support service. It is linked to a main server in Shippensburg. This server enables the library to share information with the seven Pennsylvania state universities.
So, the students, staffs, faculties and Pennsylvania residences can have access to educational materials. The focuses of the report are to describe the configuration of the voyager system and its operations, not forgetting the possible suggestion to improve the system. The Harvey A. Andruss Library is essentially responsible to provide services in the form of adequate resources of information. It mainly consists of over 300,000 volumes of Library collection within the range of Governmental Reports to periodical data.
In addition to the general collection, the library has several hundreds periodical online and on its shell. For example, it has periodical of journals and magazines. They are updated as frequent as possible to issue that the information are current. Moreover, it has been estimated that the Library obtains close to 1700 current periodicals but hold stock of several thousands more. Anybody can have access to these periodical by checking the periodical holding list.
This List is available to users on the computer stations, the Circulation Desk or the Reference Desk. Some of the documents are reserved on microfilm. The most common form of documents in this category is the congressional Records. For example, the American statistical Index and other form of information sources in the Library are the news bank, Newspapers, reserves materials, oversize books, career guidance collection, musical scores, sound recordings and Loan period. The organization and maintenance of the Library information are handled by the voyager system.
The voyager system is an integrated library system. This system runs under Microsoft Windows operating system. It is a window driven program that was designed independently by The Endeavor Information Systems, Inc. However, it was configured to meet the requirements of Access Services Department. Since the circulation system is used to provide current periodicals upon request, a Local Area Network (LAN) links the voyager system to a mainframe computer in Shippensburg.
The mainframe computer serviced as a server for the Library to have direct connection to the seven Pennsylvania state Universities. Since it has been made clear about the development and the intended purposes of the voyager systems, it will be necessary to consider the following questions. How was the voyager system configured to meet the requirement of the Library? How was policy groups created? How are the securities levels created and maintain? These questions responses lead to a complete understanding about the system configuration and specific functions. Now, let me respond to the configuration question. The voyager system was setup by a system administrator. The system administrator, who services as a supervisor, has to configure the system by entering the administration module and selecting system-wide. Then a viewing window will appear in which there are several option of icons. One of which is the location. A location is any specific branch of the voyager system.
Its definition has to be unique and specify so that it can be a requirement of the circulation Services. For instance, the circulation Desk is a location, which has patron policy groups. The members defined in these groups are the undergraduate, graduate students, faculties and professors. They have to be identified in the configuration process so that an operator can have access to them. Although the definition of each location on the voyager system is important, each of the locations names, codes, and items have to meet the voyager software requirements. At the end of the definition of a location, it is now ready to be added to the voyager system. The administration module window is used to add all newly created location.
Once it is inserted into the system, the location automatically put in the administration security profile. Even thought I have identified the method used to add a location to the system, I intend to describe the three locations types-the storage location, the happening location, and the print location. These locations have specific functions that correspond to their definition. The storage location, as it is implied by it generic name, is the holding areas for materials in the voyager system. Some of the materials stored in this location are reserves off-site storage, stocks, reference, rare books room, media center, main library and so forth.
They are stored in the format of MARC. Although the storage format is important, it necessary to identify the name associated to storage location. In the case of the circulation system, every storage location is associated by many aliases. As for the Happening location, it is the library work location. Examples of the happening location are the Circulation Desk location, Acquisition Unit and Cataloging areas. The voyager system allows the library to identify its locations for activity to occur.
For instance, all reserves are store behind the Circulation Desks. So, the voyager software requires that every locations be defined clearly so that they are not confusing with the storage locations. Last but not the least is the print location. As we are aware, a hard copies of some assignment completed by the voyager software have to be produce. The print location enables this task to occur.
Eventually, it is possible to printout notes and reports by the software. Before any print command is executed, the system administrator has to define the print location to a logical group, notices and report. These files are selected by the print location that was chosen for each working area. One thing to always remember about the print location is that the print location does not define a physical printer location. Any report can be printed out from any PC attached to the network provided that the correct print location code in the report in file is selected.
Having identified and defined the various locations of the voyager system, it is important to point out the configuration process used to maintain the software. I will let to begin with the Circulation policy group of the system. Some of the activities found in the group evolve around the charging and discharging library materials, fines and fees for overdue items, and shelve and compute for statistics data. The courtesy discharge is a permanent function in the circulation policy group. This function option is placed in the policy group. It allows the operators to reserve item upon its return that was charged to another person.
During the courtesy discharge process, the function will look up the item codes in the database to see whether or not the policy group is allowed to have courtesy discharge. Once it is permitted, the function will changes the item status to in transition until the item returns to the circulation policy group. In addition, the loan policy is another function of the circulation system. It is governed primarily by the storage location. So, it gives precedence to item in temporary location rather than item in permanent location.
And each item is given one policy where it is controlled by one set of rules. Another activity to be considered in this policy group is the charging process. During a charging procedure, the charge function looks up the code location of the book. If the book is not currently found in the circulation desk’s policy group that the user identified with, then the user will receive information about the item belonging to a foreign circulation policy. On the other hand, if the user requested item is governed by the check-out policy, the request will be granted. When the above transaction is conducted at the circulation desk, its location is identified to a policy group. But if such location is not in any group policy then the control is end back to the circulation desk’s policy group for a transaction. But, the circulation desk has a limit of thirty day for an item to be charged out and a maximum of hundred books for any body at one time.
The Acquisitions policy group is the other section of the voyager system. It is used to identify all the activities in the locations. These activities which are considered by this group are the order, receive, claim and payment for materials. In additions the voyager used these location to conduct ordering, invoicing, claiming, and check-in. So, how are these location activated by the acquisitions policy group? Before a location is activated, it has to be defined.
The system Administrator does the definition of the location by setting up each location to be accessible by the policy group. As we are aware that this software is window driven, so the system administrator usually selects the administration window option to define the location’s criterion. This window option gave specific activities associated to a created location. For example, the order/claim/pay location allows items to be order, claim or purchase from the selected happening location. And the circulation services have at least one define for each policy group. When the location is place where the acquisitions work is already done, he checks the order/claim/pay location box.
Then the software attaches a letter o in parenthesis after the location name to identify the location task. The same procedures occur for the setup of the receive location. It permits items to be received at the selected location. …