Contents - Index

Maintain Resources




Books, videos, audios and CD-ROMs are what a media library is all about. The following information is part of the Resource file:
  • Resource Type - This is a required field. Type in the existing resource type or look up/add from Resource Type file.
  • Print Tag - box is checked when a new record is being added. The program assumes a spine and pocket labels are to be printed.
  • Is Inactive - box is not checked when a new record is added. Checking this box will effect the default status of a resource record. See Active Filter for a detailed explanation.
  • Accession Number - this is a unique number assigned to each resource. The program will generate the next accession number.  You can enter a number of your own choosing but remember the number must be unique. If the number has been used the program will not save the record.  Once the resource has been saved the accession number can not be changed.  Required
  • Accession Suffix - this field is used to keep track of one book that has two or more titles included. This way the same accession number is used, indicating one physical resource. But the addition of the suffix enables the title to appear in the search windows allowing it to be found.  The first title will have a zero (0) suffix.  This is the default value.  When entering the second title use the accession used for the first title but enter one (1) in the suffix field.
  • Accession Date - this date will be added automatically but can be changed. This will be the system date of the computer when a new resource is entered.Required
  • Title - enter the title exactly as it appears. The Media Library Manager will format the title properly before saving it. The words The, A and An will be moved from the front of the title to the rear and will be separated by a comma. This is a required and  field. Required
  • Sub Title - if one exists.
  • Subject Number - Select from list of subjects any number of subjects for this resource.  Look up file.
  • Author - Type the last name of the author or look up/add from author look up file. Required
  • Additional Authors - type in any co-authors if any exist.
  • Publisher - Type the company name of the publisher or look up/add from the publisher file. Required
  • Copyright - year published.
  • Date Acquired - if you do not know this field can be left blank.
  • Acquired By - Type  how resource was acquired or look up/add from file. Required
  • Book Fair Cost - not only is this optional but is unavailable unless the Acquired By value is Book Fair.
  • Status  - Type the status of resource or look up/add from look up file.Required
  • ISBN - International Book Number.
  • Donated By - Type the name of the person who donated resource or look up/add from look up file. Required
  • Library of Congress Number - not always available.
  • Series - type the name of the series or look up/add from look up file.
  • Location - the physical location when not checked out. Type the location or look up/add from a look up file. Required
  • Keywords - this is a free form search able field. Using the keyword options the authors last name, the publisher, and/or the series can be added when either entering a new resource or editing a resource.
  • Report Code - type code for this resource or look up/add from the look up file.
  • Reading Group - type the reading group for this resource or look up/add from the look up file.
  • Call Number 1 through 5
  • Notes - a free form field that can be used for any number of reasons. One reason might be if a member would like to note some comments.

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