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How do I access external bibliographic catalogs
KBA-01351-B2V4
Question
How do I access external bibliographic catalogs
Answer
To use an external bibliographic database for cataloging in Aleph, the Aleph server must first be configured by FLVC to connect to the library catalog. Once a connection is established, library staff should set the Aleph client to recognize and access the new database.
Additional Documentation
Configuring the Client

To use an external bibliographic database for cataloging in Aleph, the Aleph server must first be configured by FLVC to connect to the library catalog. Once a connection is established, library staff should set the Aleph client to recognize and access the new database.

 

To set up a new database in Aleph

1.      Access the Aleph ADM module and log in to Aleph. On the Configuration menu, click Libraries Manager.

2.      Click the Bases for Search tab. To add a row to the list of searchable databases, click the folder icon above the Description column (leftmost icon). A new row will appear in the table.

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3.      Edit information in the row by double-clicking a cell and entering the appropriate setting. (Refer to the chart at the end of this topic  for a list of supported external bibliographic databases and connection settings.)

4.      Click OK. Exit all modules for the changes to take place.

Using an External Database

Use the following instructions to connect to, search, and download records from an external bibliographic database.

 

To use an external database

1.      In the Cataloging module, click the Search activity tab and then select the Find node.

2.      The Find screen will appear. Click the Advanced Search tab.

3.      In the Base field, click the arrow to view available options, and then select the external database to be searched.

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4.      Click the arrow to the right of the first search field to view available options, and then select a search type. For external bibliographic databases, use only the first set of search options listed. The second set of list options is used for the LC Authority database.

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5.      In the adjacent search field, enter search terms. If needed, use the remaining search fields to narrow or broaden the search by defining additional search criteria.

6.      When finished, click OK.

7.      Search results will appear in the lower pane, just as searches performed in Aleph. To view the records, select the appropriate search results in the lower pane and then click Show.

8.      The records will be displayed in the Show view. A brief list of all records will appear in the upper pane, and the MARC format of the record selected in the upper pane will be displayed in the lower pane.

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9.      In the lower pane, click Cataloging.

10.   In the window that appears, select the correct record format and click OK.

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11.   The record will appear in the upper pane. The record must be duplicated in the Aleph database before it can be edited. To duplicate the record, on the Cataloging menu, click Duplicate Record.

12.   In the window that appears, select FCC01 LINCC BIB and click OK.

image012.jpg (287×139).

13.   Edit and save the record.

External Bibliographic Databases Supported by FLVC

View a list of external bibliographic databases that FLVC currently supports for use by College libraries. Included are the settings needed to configure the Aleph client to connect to each database.

Database Name

Base for Search

Library Code

Description

Library of Congress

LOC

EXT01

Library of Congress

LC Authority

LCAUTH

EXT01

LC Authority

Boston Public Library

BPL

EXT01

Boston Public

National Library of Medicine

NLM

EXT01

National Lib. of Medicine

Alachua County Library

ACL

EXT01

Alachua County Library

Minneapolis Public Library

MIN

EXT01

Minneapolis Public Library

Florida A&M University

FAM

EXT01

FAMU

Florida Atlantic University

FAU

EXT01

FAU

Florida Gulf Coast University

FGU

EXT01

FGU

Florida International University

FIU

EXT01

FIU

Florida State University

FSU

EXT01

FSU

Indian River County Library

IRCL

EXT01

Indian River County Library

New College of Florida

NC

EXT01

NC

St. Petersburg Public Library

SPL

EXT01

St. Pete Public

University of Alabama

UOA

EXT01

Univ. of Alabama

University of Florida

UF

EXT01

UF

University of Central Florida

UCF

EXT01

UCF

University of North Florida

UNF

EXT01

UNF

University of South Florida

USF

EXT01

USF

University of West Florida

UWF

EXT01

UWF

ALL Florida SUS Libraries

FLUNIV

EXT01

ALL Florida SUS Libraries

 

Fields in the Bases for Search tab are described below:

 

  • Base for Search: The external database code. A list of available library catalogs can be obtained through the FLVC Help Desk. 

  • Library Code: The library code – enter EXT01.

  • Description: A descriptive name for the database. This name will appear in a drop-down list in the Aleph client.

Environment