~ PROJECT PRESENTATION ~
Alhamdulillah.. the presentation goes very well.....
We've been advised by Dr.Fandy to add 1 function which is a query for search.
Below are the link that we had found to create a search engine in our Library Database.
http://www.youtube.com/watch?v=Y9abHqSeytg
~~~ STUDY WEEK ~~~
The exam will be on January8 at 9am.. G.O.O.D L.U.C.K.!
A bunch of appreciation to En.Razak & Dr.Fendy for all the guidance and useful knowledge for these whole semester....
Friday, December 30, 2011
WEEK 15 - Introduction of Microsoft Access 2007
Microsoft Access has been around for some time, yet people often still ask me what is Microsoft Access and what does it do? Microsoft Access is a part of the Microsoft Office Suite. It does not come with all versions of Microsoft Office, so if you specifically want Microsoft Access make sure the office suite you are purchasing has it.
Microsoft Access has the look and feel of other Microsoft Office products, including its layout and navigational aspects. That is where the similarity ends. Microsoft® Access is a database and, more specifically, a relational database. This will be explained in more detail later.
Access has an .mdb extension by default, whereas Microsoft® Word has the .doc extension. Although this has changed in Access 2007 where the extension is now an accdb extension. Early versions of Access cannot read accdb extensions but Microsoft Access 2007 can read and change earlier versions of Access. The above is a bried overview of what is Microsoft Access. Now lets look at it in a bit more detail.
What is Microsoft Access made up of?
The Microsoft® Access Database is made up of 7 major components:
Tables - The tables are the backbone and the storage container of the data entered into the database. If the tables are not set up correctly, with the correct relationships, then the database may be slow, give you the wrong results or not react the way you expect. So, take a bit of time when setting up your tables.
Queries, forms, etc. are usually based on a table.
The tables that contain data look a bit like a table in Microsoft® Word or a Microsoft® Excel Spreadsheet, when opened. They have columns and rows as does a table in Microsoft® Word and an Excel worksheet. Each of the columns will have a field name at the top and each of the rows will represent a record.
As an example:
Relationships - Relationships are the bonds you build between the tables. They join tables that have associated elements. To do this there is a field in each table, which is linked to each other, and have the same values.
Queries - Are the means of manipulating the data to display in a form or a report. Queries can sort, calculate, group, filter, join tables, update data, delete data, etc. Their power is immense. The Microsoft® Access database query language is SQL (Structured Query Language). The need to know SQL is not required in the early stages of learning Access. Microsoft® Access writes the SQL for you, after you tell it what you want, in the Design view of the queries window.
Forms - Forms are the primary interface through which the users of the database enter data. The person who enters the data will interact with forms regularly. The programmer can set the forms to show only the data required. By using queries, properties, macros and VBA (Visual Basic for Applications), the ability to add, edit and delete data can also be set. Forms can be set up and developed to reflect the use they will be required for.
Reports - Reports are the results of the manipulation of the data you have entered into the database. Unlike forms, they cannot be edited. Reports are intended to be used to output data to another device or application, i.e. printer, fax, Microsoft® Word or Microsoft® Excel.
Macros - Macros are an automatic way for Access to carry out a series of actions for the database. Access gives you a selection of actions that are carried out in the order you enter. Macros can open forms; run queries, change values of a field, run other Macros, etc. the list is almost endless.
Modules - Modules are the basis of the programming language that supports Microsoft® Access, The module window is where you can write and store Visual Basic for Applications (VBA). Advanced users of Microsoft® Access tend to use VBA instead of Macros. If you would like to learn VBA, I have a simple step by step lessons.
All of the above components are persistent; this means that changes are saved when you move from one component to another, not when the database is closed, as in a Microsoft® Word Document.
I hope the above give you a bit of an idea of what is Microsoft Access and what it includes.
Limitations - The total size of a database file (.MDB) is limited only by the storage capacity of your PC (Microsoft® quote the maximum database size of 2 Gigabyte (2000 Megabytes)). These figures are for pre 2007 versions of Microsoft Access.
Very few realistic limitations exist, though here are some parameters:
What is Micorsoft Access as compared to a Relational Database
Now that you understand a bit of what is Microsoft Access. it is time to explain what a relational database is. The relational database was invented by E. F. Codd at IBM in 1970.The power of a relational database is the ability to bring a lot of information together quickly. I am not going into too much technical detail of what a relational database but hope to explain it in simple terms, so it is possibly not 100% technically accurate. To me these are the rules of a relational database:
For the purpose of this example, we will be looking at a Library data base from a relational database viewpoint. For a Library database we would want to collect the following information:
Entering data this way requires multiple entries (and duplicate data in some of the columns)
This can lead to the following problems:
I have included the examples below for each of the tables for the library database. The primary key and foreign key fields will be explained a bit later.
Note:
The fields have been broken down in to their smallest logical part. As an example, a person’s name has been broken down to:
Primary Key - Unique Identifier
An important part of determining the fields for each table is deciding which field (if any) is suitable as the primary key.
The power of a relational database is the ability to bring a lot of information together quickly. For this to work efficiently and effectively, Microsoft® Access needs to be able to identify unique records. For this reason, one field or a set of fields needs to be unique. This can be a unique identification number such as a Medicare number, Employee ID number, Pension number, etc.:
Foreign Keys - The Foreign Key is the field that links a related table to the main table. As an example, in the library database, a borrower may appear many times in the ‘Loan’ table, as a borrower may borrow many books. A book may also occur many times in the ‘Loan’ table as a book can be borrowed many times. Therefore, the loan table would contain many links to a particular borrower and many links to a particular book, but each loan record would relate to only one book and one borrower. This is illustrated below:
These fields are known as foreign keys (FK). Note: that only the ID field is kept in the loan table, no other information is needed from the borrower table or the book table. By setting up relationships between the tables, Microsoft Access knows which foreign key belongs to which primary key (unique identifier) and can pull the information from the relevant tables when needed.
So it some it all up. What is Microsoft Access, well it is a relational database found in the Microsoft Office suite.
Microsoft Access has the look and feel of other Microsoft Office products, including its layout and navigational aspects. That is where the similarity ends. Microsoft® Access is a database and, more specifically, a relational database. This will be explained in more detail later.
Access has an .mdb extension by default, whereas Microsoft® Word has the .doc extension. Although this has changed in Access 2007 where the extension is now an accdb extension. Early versions of Access cannot read accdb extensions but Microsoft Access 2007 can read and change earlier versions of Access. The above is a bried overview of what is Microsoft Access. Now lets look at it in a bit more detail.
What is Microsoft Access made up of?
The Microsoft® Access Database is made up of 7 major components:
- Tables;
- Relationships;
- Queries;
- Forms;
- Reports;
- Macros;
- Modules.
Tables - The tables are the backbone and the storage container of the data entered into the database. If the tables are not set up correctly, with the correct relationships, then the database may be slow, give you the wrong results or not react the way you expect. So, take a bit of time when setting up your tables.
Queries, forms, etc. are usually based on a table.
The tables that contain data look a bit like a table in Microsoft® Word or a Microsoft® Excel Spreadsheet, when opened. They have columns and rows as does a table in Microsoft® Word and an Excel worksheet. Each of the columns will have a field name at the top and each of the rows will represent a record.
As an example:
Relationships - Relationships are the bonds you build between the tables. They join tables that have associated elements. To do this there is a field in each table, which is linked to each other, and have the same values.
Queries - Are the means of manipulating the data to display in a form or a report. Queries can sort, calculate, group, filter, join tables, update data, delete data, etc. Their power is immense. The Microsoft® Access database query language is SQL (Structured Query Language). The need to know SQL is not required in the early stages of learning Access. Microsoft® Access writes the SQL for you, after you tell it what you want, in the Design view of the queries window.
Forms - Forms are the primary interface through which the users of the database enter data. The person who enters the data will interact with forms regularly. The programmer can set the forms to show only the data required. By using queries, properties, macros and VBA (Visual Basic for Applications), the ability to add, edit and delete data can also be set. Forms can be set up and developed to reflect the use they will be required for.
Reports - Reports are the results of the manipulation of the data you have entered into the database. Unlike forms, they cannot be edited. Reports are intended to be used to output data to another device or application, i.e. printer, fax, Microsoft® Word or Microsoft® Excel.
Macros - Macros are an automatic way for Access to carry out a series of actions for the database. Access gives you a selection of actions that are carried out in the order you enter. Macros can open forms; run queries, change values of a field, run other Macros, etc. the list is almost endless.
Modules - Modules are the basis of the programming language that supports Microsoft® Access, The module window is where you can write and store Visual Basic for Applications (VBA). Advanced users of Microsoft® Access tend to use VBA instead of Macros. If you would like to learn VBA, I have a simple step by step lessons.
All of the above components are persistent; this means that changes are saved when you move from one component to another, not when the database is closed, as in a Microsoft® Word Document.
I hope the above give you a bit of an idea of what is Microsoft Access and what it includes.
Limitations - The total size of a database file (.MDB) is limited only by the storage capacity of your PC (Microsoft® quote the maximum database size of 2 Gigabyte (2000 Megabytes)). These figures are for pre 2007 versions of Microsoft Access.
Very few realistic limitations exist, though here are some parameters:
| Maximum table size | 1 Gb |
| No. if fields in a record or table | 255 |
| No. of indexes in a table or a record | 32 |
| Ni. of fields in an index | 10 |
| No. of tables in a query | 32 |
| Maximum size of a form or report | 22" |
| Characters in a memo field | 64,000 |
| MDB size | 2 Gb |
| Max Integer | 2,147,483,648 |
| Concurrent Users | 255 |
| No. of characters in object names | 64 |
What is Micorsoft Access as compared to a Relational Database
Now that you understand a bit of what is Microsoft Access. it is time to explain what a relational database is. The relational database was invented by E. F. Codd at IBM in 1970.The power of a relational database is the ability to bring a lot of information together quickly. I am not going into too much technical detail of what a relational database but hope to explain it in simple terms, so it is possibly not 100% technically accurate. To me these are the rules of a relational database:
- No duplicate data (except linked fields - explained shortly)
- Information is broken into categories
- Data is broken down to the smallest useable bit. For example a persons name would be broken down into 4 sperate sections title, first name, middle name and last name.
- Each record has a unique identifier, this distinguishes a particular record from any other record
For the purpose of this example, we will be looking at a Library data base from a relational database viewpoint. For a Library database we would want to collect the following information:
- Information about the books;
- Information about the borrowers;
- Information about when a book was borrowed and by whom.
This can lead to the following problems:
- Data entry errors (see bolded items);
- The user having to enter the same information over and over;
- The database would grow very big, very quickly, causing it to run slower.
- Table One (tblBook) would contain information about the books;
- Table Two (tblBorrower) would contain information about the borrowers; and
- Table Three (tblLoan) would contain information about the borrowing of a book.
I have included the examples below for each of the tables for the library database. The primary key and foreign key fields will be explained a bit later.
Note:
The fields have been broken down in to their smallest logical part. As an example, a person’s name has been broken down to:
- Surname;
- First name;
- Title.
Primary Key - Unique Identifier
An important part of determining the fields for each table is deciding which field (if any) is suitable as the primary key.
The power of a relational database is the ability to bring a lot of information together quickly. For this to work efficiently and effectively, Microsoft® Access needs to be able to identify unique records. For this reason, one field or a set of fields needs to be unique. This can be a unique identification number such as a Medicare number, Employee ID number, Pension number, etc.:
- A primary key cannot contain duplicate values, e.g. a person’s last name is not suitable as a primary key as there is often more than one person with the same last name;
- A primary key cannot contain null values, therefore a field such as a phone number is not suitable, as you may not know the person’s phone number when you first enter them into the database;
- Also, if the information contained in the Primary Key is likely to be altered, then it is best to avoid this field as well.
Foreign Keys - The Foreign Key is the field that links a related table to the main table. As an example, in the library database, a borrower may appear many times in the ‘Loan’ table, as a borrower may borrow many books. A book may also occur many times in the ‘Loan’ table as a book can be borrowed many times. Therefore, the loan table would contain many links to a particular borrower and many links to a particular book, but each loan record would relate to only one book and one borrower. This is illustrated below:
- The ‘tblBorrower’ table is linked to the ‘Loan’ table with the BorrowerID and BorrowerFK fields;
- The ‘Book’ table is linked to the ‘Loan’ table with BookID and BookFK fields.
These fields are known as foreign keys (FK). Note: that only the ID field is kept in the loan table, no other information is needed from the borrower table or the book table. By setting up relationships between the tables, Microsoft Access knows which foreign key belongs to which primary key (unique identifier) and can pull the information from the relevant tables when needed.
So it some it all up. What is Microsoft Access, well it is a relational database found in the Microsoft Office suite.
WEEK 14 - Designing Database
Database design is the process of producing a detailed data model of a database. This logical data model contains all the needed logical and physical design choices and physical storage parameters needed to generate a design in a Data Definition Language, which can then be used to create a database. A fully attributed data model contains detailed attributes for each entity.
The design process consists of the following steps :
1) Determine the purpose of your database - This helps prepare you for the remaining steps.
2) Find and organize the information required - Gather all of the types of information you might want to record in the database, such as product name and order number.
3) Divide the information into tables - Divide your information items into major entities or subjects, such as Products or Orders. Each subject then becomes a table.
4) Turn information items into columns - Decide what information you want to store in each table. Each item becomes a field, and is displayed as a column in the table. For example, an Employees table might include fields such as Last Name and Hire Date.
5) Specify primary keys - Choose each table’s primary key. The primary key is a column that is used to uniquely identify each row. An example might be Product ID or Order ID.
6) Set up the table relationships - Look at each table and decide how the data in one table is related to the data in other tables. Add fields to tables or create new tables to clarify the relationships, as necessary.
7) Refine your design - Analyze your design for errors. Create the tables and add a few records of sample data. See if you can get the results you want from your tables. Make adjustments to the design, as needed.
8) Apply the normalization rules - Apply the data normalization rules to see if your tables are structured correctly. Make adjustments to the tables .
WEEK 13 - Data Management
Data management is the development and execution of architectures, policies, practices and procedures in order to manage the information lifecycle needs of an enterprise in an effective manner.
WEEK 12 - Exercise on Non-books Materials
Chart1
CHA
001
Atlanta : sectional aeronautical [chart]
Washington : U.S.Department of Commerce, 1979
1map : b & w ; 11 x 19 cm + 1book
Accompanies text : The student pilot’s flight manual : including night flying and emergency flying by reference to instrument.
1.Airplanes Piloting 2.Piloting
Map
MAP
001
Metallogenic map of Burma [map]
Bangkok : Asian Institute of Technology, 1978
Accompanies Third Regional Conference on Geology anf Mineral Resources of Southeast Asia;
Edited by Prinya Nutalaya
1.Burma Metallurgy
I.Nutalaya, Prinya
WEEK 11 - DBMS (advantages & disadvantages)
Advantages of DBMS
1) Reduction of Redundancies - avoid unnecessary duplication data and minimizing the storage of data.
2) Sharing Data - allows the sharing of data under its control by any number of application and users.
3) Data Integrity - data contained acurate and consistency.
4) Data Security - ensure that proper access procedures are followed, including proper authentication schemes for access to DBMS and additional checks before permitting access to sensitive data.
5) Conflict Resolution - permitting less critical applications to continue to use the database.
6) Data Independence - allows changes in the physical storage devices
Disadvantages of DBMS
1) Reduction of Redundancies - avoid unnecessary duplication data and minimizing the storage of data.
2) Sharing Data - allows the sharing of data under its control by any number of application and users.
3) Data Integrity - data contained acurate and consistency.
4) Data Security - ensure that proper access procedures are followed, including proper authentication schemes for access to DBMS and additional checks before permitting access to sensitive data.
5) Conflict Resolution - permitting less critical applications to continue to use the database.
6) Data Independence - allows changes in the physical storage devices
Disadvantages of DBMS
A significant disadvantage of the DBMS system is cost. In addition to the cost of purchasing ordeveloping the software, the hardware has to be upgraded to allow for the extensive programs and the workspaces required for their execution and storage. The processing overhead introduced by theDBMS to implement security, integrity, and sharing of the data causes a degradation of the responseand through-put times. An additional cost is that of migration from a traditionally separateapplication environment to an integrated one.
While centralization reduces duplication, the lack of duplication requires that the database beadequately backed up so that in the case of failure the data can be recovered. Backup and recoveryoperations are fairly complex in a DBMS environment, and this is exacerbated in a concurrent multiuser database system. In further a database system requires a certain amount of controlledredundancies and duplication to enable access to related data items.Centralization also means that the data is accessible from a single source namely the database. Thisincreases the potential severity of security breaches and disruption of the operation of theorganization because of downtimes and failures. The replacement of a monolithic centralizeddatabase by a federation of independent and cooperating distributed databases resolves some of theproblems resulting from failures and downtimes.
WEEK 10 - CATALOGING OF NON-BOOKS MATERIALS
CD 1
Pendidikan seni visual tingkatan 4 dan 5 : Catan
Kuala Lumpur : Bahagian Teknologi Pendidikan, 2005
1CD; bwn; Microsoft Windows 98 dan ke atas, sekurang-kurangnya 32MB
Mengutarakan definisi, sejarah dan penerangan tentang cat air, pengenalan contoh-contoh bergambar, latihan dan aktiviti memadanmakn gambar serta penilaian yang menguji minda.
1.PENDIDIKAN SENI 2.CATAN 3.Bahagian Teknologi pendidikan
CD2
Kemahiran hidup bersepadu tahun 4 : Elektrik.
Kuala Lumpur : Bahagian Teknologi Pendidikan, 2003
1CD; bwn; Microsoft Windows 98 dan ke atas, sekurang-kurangnya 32MB
Menghuraikan penerangan dan latihan kaedah penyambungan litar elektrik, beberapa soalan tutorial dan aktivit pengayaan mengenai litar elektrik.
1.KEMAHIRAN HIDUP 2.ELEKTRIK 3.Bahagian Teknologi Pendidikan
Pendidikan seni visual tingkatan 4 dan 5 : Catan
Kuala Lumpur : Bahagian Teknologi Pendidikan, 2005
1CD; bwn; Microsoft Windows 98 dan ke atas, sekurang-kurangnya 32MB
Mengutarakan definisi, sejarah dan penerangan tentang cat air, pengenalan contoh-contoh bergambar, latihan dan aktiviti memadanmakn gambar serta penilaian yang menguji minda.
1.PENDIDIKAN SENI 2.CATAN 3.Bahagian Teknologi pendidikan
CD2
Kemahiran hidup bersepadu tahun 4 : Elektrik.
Kuala Lumpur : Bahagian Teknologi Pendidikan, 2003
1CD; bwn; Microsoft Windows 98 dan ke atas, sekurang-kurangnya 32MB
Menghuraikan penerangan dan latihan kaedah penyambungan litar elektrik, beberapa soalan tutorial dan aktivit pengayaan mengenai litar elektrik.
1.KEMAHIRAN HIDUP 2.ELEKTRIK 3.Bahagian Teknologi Pendidikan
WEEK 09 - INTRODUCTION OF DBMS
A DBMS is a software system that enables users to define, create and maintain a database. The DBMS also enforces necessary access restrictions and security measures in order to protect the database.
The DBMS also has the job of controlling access to database. Various types of control systems within the DBMS make sure that the database continues to function properly:
- Integrity system
- Security system
- Concurrency control system
- Recovery control system
Many DBMSs enable "views" of the database to be defined. A view is how the database appears to a certain user. Views offer the benefit of only having to show relevant information to different types of users and it increases security as certain users will not be able to see data which they are not meant to see. Views can also decrease the perceived complexity of the database from the user's point of view.
The DBMS also has the job of controlling access to database. Various types of control systems within the DBMS make sure that the database continues to function properly:
- Integrity system
- Security system
- Concurrency control system
- Recovery control system
Many DBMSs enable "views" of the database to be defined. A view is how the database appears to a certain user. Views offer the benefit of only having to show relevant information to different types of users and it increases security as certain users will not be able to see data which they are not meant to see. Views can also decrease the perceived complexity of the database from the user's point of view.
WEEK 08 - MATERIALS IN SERIAL & BOOK&NON-BOOKS MATERIALS
Procedure : Cataloging Books with Accompanying Non-Book Materials
-Cataloging should have the following fields/information:
007 fixed field for accompanying material
Add if not present. See MARC documentation for guidelines on how to construct an 007 field for the appropriate format
300 |e field which describes the accompanying material, including how many pieces and their dimensions
-If a 300 |e is not present in the record you have, then either reject the record as a match or ask whether the |e should be added.
-If a 300 |e is present in the record, make sure it reflects the type and number of pieces you have, and appears in the form in the examples below.
For example:
538 - system requirements note
Books with accompanying computer files should have a 538 note describing the system requirements of the computer files, if that information is clearly available. Add, if possible. See AACRII Rule 9.7B1 for specific instructions on how to construct a system requirements note.
Basic example (all this information should appear on the disc or somewhere in the book):
**NOTE: all non-book materials that are separated from the books they accompany and sent to Jones Media will have an Itype of "58", called "attached media" in the Innopac code list. This is regardless of the type of non-book material, and of the location of the accompanying book. The intention is to establish loan rules for this Itype that will allow the non-book materials to circulate for the same amount of time as the books they accompany. The books will continue to get an Itype of "0".
This does not affect any location other than Jones Media, nor does it affect non-book materials that go to Jones with a guide (i.e. CD-ROM with user's guide).
EXAMPLE
Bibliographic Record:
For books bound with non-book material (in pocket or together in an enclosure), fill out the section on the binding slip for loose materials:
For Baker/Berry books accompanied by magnetic computer diskettes (DOS/Windows or Macintosh), write "Needs backup disk" in the comments in the Comments section of the binding slip. Preservation staff will create a backup copy of these disks as part of their processing.
For Art, Baker/Berry stacks, Baker/Berry Ref., or Cook titles where the book goes to stacks and the accompanying piece goes to the Jones Media Center, and for Paddock titles, where the book and accompanying material go to separate locations, check the appropriate boxes on the binding slip to request that Preservation add a "Check the catalog..." sticker on each piece. For example:
__X__ Add the following sticker(s)
Scope
This cataloging procedure covers the cataloging of books which are accompanied by one or more non-book items. It does not cover non-book materials with accompanying material (such as a computer file with user guide or a sound recording with substantial program notes), though much of the technical information is the same.Cataloging
-Use OCLC acceptable book copy for Fastcat cataloging-Cataloging should have the following fields/information:
007 fixed field for accompanying material
Add if not present. See MARC documentation for guidelines on how to construct an 007 field for the appropriate format
300 |e field which describes the accompanying material, including how many pieces and their dimensions
-If a 300 |e is not present in the record you have, then either reject the record as a match or ask whether the |e should be added.
-If a 300 |e is present in the record, make sure it reflects the type and number of pieces you have, and appears in the form in the examples below.
For example:
300 bb xli, 740 p. :|bill. ;|c23 cm. +|e2 computer optical discs (4 3/4 in.) 300 bb xiv, 706 p. :|bill. ;|c24 cm. +|e1 computer disk (3 1/2 in.) 300 bb xvi, 378 p. of music ;|c23 cm. +|e1 sound disc (digital ; 4 3/4 in.) 300 bb xxii, 691 p. :|bill. ;|c24 cm. +|e1 videodisc (sd., col. ; 4 3/4 in.) 300 bb iii, 39 p. :|bill. ;|c28 cm. +|e1 map (84 x 54 cm. folded to 14 x 18 cm.)Use only terms from the following list in the 300 |e. Change terms in cataloging to match this list. See glossary for definitions of terms.
| VHS tapes | videocassette |
| DVCam tapes | videocassette |
| DVDs | videodisc |
| Laser discs | videodisc |
| VCDs | videodisc |
| floppy disk | computer disk |
| CD-ROM | computer optical disc |
| DVD-ROM | computer optical disc |
| CD(music or spoken) | sound disc |
| cassette tapes | sound cassette |
Books with accompanying computer files should have a 538 note describing the system requirements of the computer files, if that information is clearly available. Add, if possible. See AACRII Rule 9.7B1 for specific instructions on how to construct a system requirements note.
Basic example (all this information should appear on the disc or somewhere in the book):
538 bb System requirements for accompanying disc: Windows or Macintosh operating system; 32 MB RAM; CD-ROM drive; 800 X 600 resolution; sound card and speakers; Internet Explorer 4.0 or greater (preferred) or Netscape 4.0 or greater.
Processing Issues
Item records
Item record creation-- how many item records to make
- For materials whose parts are housed, circulated, and inventoried together, create a single item record
- For materials whose parts are housed, circulated, or inventoried separately, create separate item records for each part
How to decide whether materials should be housed together
- If material is for Feldberg or Kresge, always make a single item record.
- If material is for Music, always make separate item records, except for software packages and scores/parts, which should have only one item record.
- If material is for Art, Baker/Berry stacks, Baker/Berry Ref., or Cook, always make separate item records and send the non-book material to Jones Media Center, except for books with maps or floppy disks in pockets, which should have only one item record.
- Otherwise, if bibliographer has indicated a preference, follow that preference.
- Otherwise, if parts are clearly bound together,make a single item record (e.g. maps in pocket, fiche in pocket, software package consisting of user guide plus diskettes)
Classification
If text and non-book materials are separated, the non-book items should class with the collection in which they are shelved. For example:- A video going to Jones Media Center classes in an accession number
- A sound cassette going to Jones Media Center classes in an accession number
- But, a sound cassette going to Music classes in an Library of Congress classification number
Specific contents of the item record
One item record for all pieces
- ITYPE of predominant piece (300|a)
- LOCATION
- Call number, if not in the bibliographic record, or if different from the call number in the bibliographic record (950|b) -- remember to use the appropriate indicator for the type of call number you are using
- Barcode (950|z)
Separate item records -- individual piece item records
- ITYPE of piece (see note, below, for ITYPEs for accompanying material shelved in Jones Media **
- LOCATION of piece
- Call number of piece, if not in the bibliographic record (950|b)
- Description of piece (950|v)
- Barcode (950|z)
**NOTE: all non-book materials that are separated from the books they accompany and sent to Jones Media will have an Itype of "58", called "attached media" in the Innopac code list. This is regardless of the type of non-book material, and of the location of the accompanying book. The intention is to establish loan rules for this Itype that will allow the non-book materials to circulate for the same amount of time as the books they accompany. The books will continue to get an Itype of "0".
This does not affect any location other than Jones Media, nor does it affect non-book materials that go to Jones with a guide (i.e. CD-ROM with user's guide).
Terms to use in 950 |v
For non-book pieces
| Format | ITYPE | Term |
| compact disc | 003 | disc |
| cd-rom | 004 | disc |
| diskette | 005 | disk |
| equipment | 006 | equip. |
| magnetic tape | 011 | tape |
| map | 013 | map |
| phonodisc | 019 | disc |
| phonotape | 020 | tape |
| slide | 025 | slide |
| DVD/videodisc | 027 | disc |
| videotape | 028 | tape |
For print items
Try to be consistent with 300 and 500 fields. Some suggestions:- text
- guide
- booklet
- pamphlet
- manual
- suppl.
- atlas
- addendum
Exceptions
When the piece contains two formats that share the same term (i.e. compact disc with an accompanying DVD), adjust the term in item and holdings records to describe the formats more precisely. This should only be done when it is necessary to distinguish between two formats.EXAMPLE
Bibliographic Record:
300 1 sound disc :|bdigital ;|c4 3/4 in +|e1 videodisc (sd., b&w with 1 col. sequence ; 4 3/4 in.)
| Format | ITYPE | Term |
| compact disc | 003 | sound disc |
| DVD/videodisc | 027 | videodisc |
Binding Issues
As a rule, use one yellow binding slip for each distinct location/call no./volume.For books bound with non-book material (in pocket or together in an enclosure), fill out the section on the binding slip for loose materials:
- Check "Attach to piece (pocket or other)" if Preservation needs to create a pocket.
- Check "Add the following sticker(s)/ Do not desensitize" for accompanying floppy disks, sound cassettes and videocassettes
- Check "Add the following sticker(s)/ Count__________" and fill in the number and description of accompanying pieces. For instance:
- Count 2 computer disk(s)
- Count 1 sound disc
- Count 18 maps
For Baker/Berry books accompanied by magnetic computer diskettes (DOS/Windows or Macintosh), write "Needs backup disk" in the comments in the Comments section of the binding slip. Preservation staff will create a backup copy of these disks as part of their processing.
For Art, Baker/Berry stacks, Baker/Berry Ref., or Cook titles where the book goes to stacks and the accompanying piece goes to the Jones Media Center, and for Paddock titles, where the book and accompanying material go to separate locations, check the appropriate boxes on the binding slip to request that Preservation add a "Check the catalog..." sticker on each piece. For example:
__X__ Add the following sticker(s)
_____ Do not de-sensitize
__X__ Check catalog for additional material
_____ Count ________________________
Examples
Example 1. Book with disc in pocket
B28765655 Last updated: 10-02-01 Created: 07-17-01 Revision: 10 01 LANG: eng 03 LOCATION: aaaa 05 MAT TYPE: m 07 BIB STATUS: - 02 SKIP: 0 04 CAT DA:09-04-01 06 SOURCE: p 08 COUNTRY: mau 09 001 ocm46359412 10 003 OCoLC 11 006 m d 12 007 co|ugu 13 008 010226s2001 maua b 001 0 eng cam a 14 010 2001030410 15 020 0072393424 16 020 0072451610 (CD-ROM) 17 040 DLC|cDLC|dC#P|dNhD 18 049 DRBB 19 050 00 TK453|b.K26 2002 20 100 1 Kasap, S. O.|q(Safa O.) 21 245 10 Principles of electronic materials and devices /|cS.O. Kasap. 22 246 30 Electronic materials and devices 23 250 2nd ed. 24 260 Boston :|bMcGraw-Hill,|cc2002. 25 300 xv, 745 p. :|bill. ;|c24 cm. +|e1 computer optical disc (4 3/4 in.) 26 500 Rev. ed. of: Principles of electrical engineering materials and devices. 2000. 27 504 Includes bibliographical references and index. 28 538 System requirements: Windows 95, 98, NT, ME or 2000; or Macintosh Power PC, OS 8 or newer. 29 650 0 Electric engineering|xMaterials. 30 650 0 Electric apparatus and appliances. 31 700 1 Kasap, S. O.|q(Safa O.).|tPrinciples of electrical engineering materials and devices. 32 948 LTI 09/26/2001 33 955 |u+l 34 998 |ckgk ______________________________________________________________________________ I33507818 Last updated: 10-12-01 Created: 08-27-01 Revision: 6 01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0 02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: - 03 ICODE2: - 09 LPATRON:1035947 15 RECAL DA: - - 21 INTL USE : 0 04 I TYPE: 0 10 LCHKIN:10-12-01 16 TOT CHKOUT: 1 22 COPY USE: 0 05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: - 06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: feld 24 OPACMSG: 25 950 |z33311017364292
Example 2. Book with compact disc shelved in separate locations
B28854378 Last updated: 11-20-01 Created: 09-18-01 Revision: 8 01 LANG: eng 03 LOCATION: aaaa 05 MAT TYPE: m 07 BIB STATUS: - 02 SKIP: 0 04 CAT DA:10-31-01 06 SOURCE: p 08 COUNTRY: wau 09 001 ocm44406121 10 003 OCoLC 11 006 jfmn 12 007 sd fsngnnmmned 13 008 000522s2001 waua bkq 001 0 eng cam a 14 010 00042308 15 020 0295980303 (alk. paper) 17 040 DLC|cDLC|dC#P|dNhD 18 049 DRBB 19 050 00 ML3758.M6|bP45 2001 20 100 1 Pegg, Carole. 21 245 10 Mongolian music, dance, & oral narrative :|bperforming diverse identities /|cCarole Pegg. 22 246 3 Mongolian music, dance, and oral narrative 23 260 Seattle :|bUniversity of Washington Press,|cc2001. 24 300 xvii, 376 p. :|bill. ;|c25 cm. +|e1 sound disc (digital ; 4 3/4 in.) 25 504 Includes bibliographical references (p. 333-358), discography (p. 358-360), filmography (p. 360), and index. 26 650 0 Folk music|zMongolia|xHistory and criticism. 28 650 0 Ethnology|zMongolia. 30 650 0 Musical instruments|zMongolia. 32 651 0 Mongolia|xSocial life and customs. 34 948 LTI 11/12/2001 35 955 |u+l 36 998 |cdxd I33686750 Last updated: 10-31-01 Created: 10-30-01 Revision: 2 01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0 02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: - 03 ICODE2: - 09 LPATRON: 0 15 RECAL DA: - - 21 INTL USE : 0 04 I TYPE: 0 10 LCHKIN: - - 16 TOT CHKOUT: 0 22 COPY USE: 0 05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: - 06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: padd 24 OPACMSG: 25 950 |vtext 26 950 |z33311017364631 I33686762 Last updated: 10-31-01 Created: 10-30-01 Revision: 2 01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0 02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: - 03 ICODE2: - 09 LPATRON: 0 15 RECAL DA: - - 21 INTL USE : 0 04 I TYPE: 3 10 LCHKIN: - - 16 TOT CHKOUT: 0 22 COPY USE: 0 05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: - 06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: paddc 24 OPACMSG: 25 950 |vdisc 26 950 |z33311019203852
Example 3. Book with "floppy" disk in pocket
B28725426 Last updated: 10-02-01 Created: 06-19-01 Revision: 10 01 LANG: eng 03 LOCATION: aaaa 05 MAT TYPE: m 07 BIB STATUS: - 02 SKIP: 0 04 CAT DA:07-05-01 06 SOURCE: p 08 COUNTRY: nyu 09 001 ocm46462873 10 003 OCoLC 11 006 m b 12 007 cj uau---a 13 008 010308s2001 nyua b 001 0 eng pam a 14 010 2001028398 15 020 0824705076 (alk. paper) 16 040 DLC|cDLC|dYDX|dNhD 17 049 DRBB 18 050 00 QC385.2.D47|bL35 2001 19 100 1 Laikin, Milton,|d1930- 20 245 10 Lens design /|cMilton Laikin. 21 246 1 |iTitle on disk:|aOptics programs 22 250 3rd ed., rev. and expanded. 23 260 New York :|bMarcel Dekker,|cc2001. 24 300 xx, 474 p. :|bill. ;|c24 cm +|e1 computer disk (3 1/2 in.). 25 490 1 Optical engineering ;|v27 26 504 Includes bibliographical references and index. 27 538 System requirements for accompanying computer disk: PC; MS-DOS operating system. 28 650 0 Lenses|xDesign and construction. 29 830 0 Optical engineering (Marcel Dekker, Inc.) ;|vv. 27. 30 948 LTI 08/21/2001 31 955 |u+l 32 998 |cdxd I3320584x Last updated: 07-25-01 Created: 06-29-01 Revision: 4 01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0 02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: - 03 ICODE2: - 09 LPATRON:1015955 15 RECAL DA: - - 21 INTL USE : 0 04 I TYPE: 0 10 LCHKIN:07-25-01 16 TOT CHKOUT: 1 22 COPY USE: 0 05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: m 06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: kres 24 OPACMSG: 25 950 |z33311017360480
A Cataloger's Brief Glossary of Terminology for Non-print Materials
| Term | Definition | MARC tag influenced | Magnetic Media? |
|---|---|---|---|
| CD | Acronym for compact disc. A disc on which sound is recorded digitally. A type of sound recording. | NO | |
| CD-ROM | Acronym for "compact disc read-only memory," a form of storage characterized by high storage capacity and the use of laser optics rather than magnetic means for reading data. Term used for item types and locations. A type of computer file. | NO | |
| Computer optical disc | Term used to refer to CD-ROMs and DVD-ROMs | 300 |a & |e | NO |
| Compact disc | See CD. Term used for item types and locations. A type of sound recording. | NO | |
| Computer disc | A round, flat piece of nonmagnetic, shiny metal designed to be read from and written to by optical (laser) technology. Common examples are CDs and CD-ROMs. | NO | |
| Computer disk | Also called a floppy disk. A round, flat piece of flexible plastic (floppy disk) coated with a magnetic material that stores information. Housed in a square envelope (5 1/4″) or hard plastic (3 1/4″) cartridge. A type of computer file. | YES | |
| Diskette | See disk. Term used for item types and locations. A type of computer file. | YES | |
| DVD | Originally meant digital videodisc, now digital versatile disc. A digital storage medium for feature length videos (average 133 minutes). Generally displays better than videodiscs/ videocassettes and has more features such as multiple languages. A type of videorecording. | NO | |
| DVD-ROM | Acronym for "digital versatile disc read-only memory." A computer disc (designed to be played/run on a computer) similar to the CD-ROM, but with a much greater storage capacity. A type of computer file. | NO | |
| Electronic resource | A file (data and/or programs) encoded for manipulation by computer. | 245 |h | varies (see under specific type) |
| Floppy disk | See computer disk. | YES | |
| Laserdisc | See videodisc | NO | |
| Magnetic disk | See computer disk. | YES | |
| Optical disc | See computer optical disc. | NO | |
| Phonodisc | An audio recording on a thin, flat disc, usually made of vinyl, on which is impressed a continuous fine spiral groove carrying recorded sounds. Common playing speed is 33 1/2 rpm, usually with a 12 inch diameter. Also called phonograph record, phono-record, or simply record. A type of sound recording. | NO | |
| Phonotape | See sound cassette. Used as item type and for location purposes. A type of sound recording. | YES | |
| Sound cassette | Used to record and playback sound. A closed container of magnetic tape with both supply and take-up spools, designed so that it needs merely to be inserted into a suitable tape recorder/ player for use. A type of sound recording. | 300 |a & |e | YES |
| Sound disc | See CD. | 300 |a & |e | NO |
| Sound recording | A recording on which sound vibrations have been registered by mechanical or electrical means so that the sound may be reproduced. Includes both musical and non-musical sound recordings. | 245 |h | VARIES (see under specific type) |
| VCD | Video CD. A digital movie format (basically a primitive DVD), which can only hold ca. 70 minutes of video so for a typical movie you would need 2 VCDs. Can be played using a video CD player connected to a TV or using a fast PC with CD-ROM drive. A type of videorecording. | NO | |
| Videocassette | A magnetic tape on which audio and video signals are recorded. It is permanently encased in plastic and winds and rewinds from reel to reel. A type of videorecording. | 300 |a & |e | YES |
| Video CD | See VCD. | NO | |
| Videodisc | A flat disc of plastic or other material on which video signals are recorded. Videodiscs range in diameter from 3 in. to 12 in. and include the ca. 4 3/4 in. (12 cm.) DVD and video CD. A type of videorecording. | 300 |a & |e | NO |
| Videorecording | A recording in which electronic signals of visual images, usually in motion and accompanied by sound, have been registered. Video is generally designed for playback utilizing a monitor. Includes videocassettes, VCD's, DVD's, and videodiscs. | 245 |h | VARIES (see under specific type) |
| Definitions compiled from resources including: AACR2. Archival Moving Image Materials: A Cataloging Manual Second edition.The ALA Glossary of Library and Information Science , 1983.Webopedia (http://www.webopedia.com/). And other resources. | |||
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