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University of the Philippines – Integrated Library System (iLib)
University of the Philippines
Integrated Library System (iLib)
Online Public Access Catalog (OPAC)
User’s Manual
Version 1.0 ● 08 August 2008
iLib Technical Team
Data Center, U.P. Diliman Main Library
Gonzalez Hall, University of the Philippines
Diliman, Quezon City, 1101 Philippines
Tel. no.: (632) 981-8500 Local 2864
email: [email protected]
Copyright 2008. The University Library, University of the Philippines Diliman
Universsity of the Philippiness
Inte
egrated Librrary Sy
ystem
m
On
nline Public
P
A
Access
s Catalog (OP
PAC)
Usser’s Ma
anual
Re
evision Hiistory
Version
st
1 Draft
nd
2
1.0
Draft
Revision Da
ate
Au
uthor
05-26-2006
6
Iva
an Cedric B. Gamara
G
06-22-2007
7
Na
athanael C. Ca
ariaga
08-08-2008
8
Ch
hito N. Angele
es
Description
First officia
al release
U.P. Integrated Library System (iLib): User’s Manual
OPAC Module
Contents
Section 1. 1.1. 1.2. 1.3. 1.4. General Information ............................................................................1 Project Overview .................................................................................1 System Overview ................................................................................1 Purpose ...............................................................................................1 Intended Readership ...........................................................................1 Section 2. 2.1. 2.2. 2.3. System Summary ................................................................................2 System Configuration ..........................................................................2 Application Module Overview..............................................................2 System Requirements .........................................................................3 2.4. User Access Levels ............................................................................3 Section 3. Getting Started ....................................................................................4 3.1. 3.2. 3.3. 3.4. 3.5. 3.6. User Information..................................................................................4 Accessing iLib .....................................................................................4 Logging On..........................................................................................5 System Menu ......................................................................................5 Changing Username and Password ...................................................6 Exit System .........................................................................................7 Section 4. 4.1. 4.2. 4.3. Graphical User Interfaces ...................................................................8 Online Catalog ....................................................................................8 My Library .........................................................................................22 Visitors Area ......................................................................................26 Section 5. Glossary ............................................................................................29 Section 6. Release Notes...................................................................................31 6.1. New Components / Features ............................................................31 6.2. System Enhancements .....................................................................31 6.3. Known Issues ....................................................................................31 Version 1.0 – August 8, 2008
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U.P. Integrated Library System (iLib): User’s Manual
OPAC Module
Section 1. General Information
1.1. Project Overview
The University of the Philippines (UP) Integrated Library System (iLib) Project started in Diliman
in 2005 with the initiatives of faculty, librarians, and information professionals from the College of
Engineering, Main Library, and the U.P. Computer Center. The project was originally under the
Office of the Vice-Chancellor for Academic Affairs (OVCAA), with then Vice-Chancellor Dr.
Amelia P. Guevara. When VC Guevara became Vice-President for Academic Affairs, the project
expanded its scope to include the other six (6) Constituent Universities (CUs) in its
implementation.
The project primarily aims to develop an integrated library system catered to the specific needs
and requirements of the UP libraries. It also aims to save on licensing cost for purchasing
proprietary software solutions by developing UPs own library system using Free Open Source
Software (FOSS) tools and methodology to automate the major services of the library.
1.2. System Overview
iLib is a fully integrated library system with modular components. It is a platform-independent
system, being able to run on different operating systems (e.g., Windows, Linux, MacOS).
The system’s interface is purely web-based and requires only a java-enabled web browser (e.g.,
Internet Explorer, Firefox, Safari).
The system can interface with other online services of the University (if available), such as, the
Lightweight Directory Access Protocol (LDAP) for user authentication and the Computerized
Registration System (CRS) for student information.
1.3. Purpose
This manual aims to inform iLib users on the different functionalities of the OPAC, how to
navigate the different parts of the system, and how to maximize all available features.
1.4. Intended Readership
This manual is written for users of all types: students, faculty, or staff of the University. And since
the search interface of the OPAC is also accessible to non-members of the University, general
information found in this user’s manual may also apply to public users.
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Section 2. System Summary
2.1. System Configuration
Technically, iLib is implemented in a client-server architecture. In this configuration, all application
programs run in the server (except for JavaScripts) and the user communicates with the server
using a web browser, called the “thin client” in this architecture. No application is required to be
installed in the user’s workstation other than the web browser to be able to use the system. All
software updates, bug fixes, and enhancements are implemented in the server which can take
effect immediately without requiring any updates or adjustments from the user’s end.
Just like any common web-based systems, users can interact with the iLib system using a
keyboard and mouse. Most interfaces in iLib require the user to key-in information in HTML forms
using the keyboard and submit form data by clicking the “submit” buttons with a mouse. In most
cases, hitting the “Enter” key (carriage return) from the keyboard can also trigger form
submission.
2.2. Application Module Overview
The Online Public Access Catalog (OPAC) is the default interface of iLib. It provides a robust
search engine and supports advanced search options, such as, Boolean searching, field
searching, and options to limit search by physical format of materials (e.g., books, computer files,
maps), by circulation type (e.g., circulation books, reserve books, reference books), by specific
library unit, and by date.
Other unique features of the OPAC include:
•
Option to bookmark records, a function referred to as “add to cart” where records are
temporarily added to a virtual cart for saving, sending to email, or printing at a later time;
•
Option to place online reservations;
•
Interfaced with circulation module providing “real-time” status of circulation materials
(e.g., on-loan, on-shelf);
•
Option to recommend titles for future acquisition;
•
Option to view a list of the library's newly acquired materials, referred to as “New
Acquisitions”;
•
Option to view individual patron status and latest transactions (e.g., loaned and returned
items, overdue items and corresponding fines), referred to as “Electronic Library Card”;
and
•
Option to post comments, suggestions, requests, etc. using a feedback form.
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2.3. System Requirements
The OPAC module, just like the other application modules of iLib, is purely web-based. It only
requires an internet-connected computer with a java-enabled web browser. The OPAC’s
interface has been extensively tested to work well in popular web browsers, such as Microsoft’s
Internet Explorer version 6 or later and Mozilla Firefox version 1.5 or later. The system should
also work well in other multi-platform web browsers, such as Flock, Opera, and Safari.
JavaScripts have been extensively used in the different interfaces of the system and therefore
should be enabled on your web browser for these programs to work as expected.
Note: Popular browsers block JavaScript pop-up windows by default to prevent harmful programs from
executing in your browser without your permission. Therefore, you must allow JavaScript pop-up windows
on your browser or put the URL of the iLib server in the Exceptions list.
For instructions on how to enable pop-up windows or add specific URLs in the Exceptions list, please refer
to your browser’s documentation or online help section.
Some interfaces in the system, such as viewing reports, require that a Portable Document File
(PDF) reader be installed in your workstation. PDF generated pages have been extensively
tested to work well with Adobe’s PDF Reader version 5 and later. However, these interfaces
should also work well with other free, multi-platform PDF readers, such as XPDF.
2.4. User Access Levels
Generally, users are not required to log-in to the system to use the OPAC. Students, faculty, and
staff of the University are only required to login if they need to check their Electronic Library Card,
place online reservations, recommend titles for future acquisition, or post comments.
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Secttion 3. Getting Sta
arted
3.1. User Inform
mation
Profiles of students, faculty,
f
and staff of th
he Universitty, including
g Login acc
counts (e.g.,
usernames, passwords) and other personal
p
info
ormation (e.g
g., name, usser group, co
ollege, email
address) are
e maintained
d in the local database off iLib. Patron information can be crea
ated locally in
n
the Admin M
Module and/o
or, if availablle, these info
ormation can
n be automattically fetche
ed from otherr
online servicces of the University,
U
s
such
as, the
e Lightweightt Directory A
Access Prottocol (LDAP))
server or the
e Computerizzed Registration System (CRS) datab
base.
Implementatioon of iLib varries from one UP
U Constituennt University to another. Inn Diliman, for instance,
p
profiles
of stuudents, facultyy, and staff aree automaticallly obtained froom an LDAP server. As of this writing,
though, otherr Constituent Universities
U
have not yet im
mplemented interfaces with L
LDAP or the CRS.
3.2. Accessing
g iLib
Since iLib iss implementted in each of the seve
en (7) UP Constituent
C
U
Universities (CUs) as off
November 2007,
2
each instance of the iLib syste
em is assign
ned a unique
e URL. In ge
eneral, URLss
assigned to iLib serverss in the differrent CUs have common format, thatt is, the URL
Ls begin with
h
the word “ilib” followed by the dom
main name of
o the CU. For
F instance, iLib in Diliman can be
e
accessed th
hru the UR
RL http://ilib.upd.edu.ph; for Manila, http://ilib.u
upm.edu.ph; for Baguio,
http://ilib.upb
b.edu.ph; forr Mindanao, http://ilib.upm
min.edu.ph; for
f Los Baño
os, http://ilib..uplb.edu.ph;
for Open Un
niversity, http
p://ilib.upou.e
edu.ph; and so
s on.
Note: Other C
CUs that havee not assignedd fully qualifiedd hostnames to
t their iLib seervers use pubblic IP
addresses to make
m
their serrvers accessibble over the weeb. For the sppecific IP addrress assigned to iLib serverr
in a particulaar CU, please inquire from any
a library unnder this CU.
For purpose
es of docum
menting the system,
s
iLib system refe
erred to in th
his user’s manual
m
is the
e
Diliman iLib
b, and all otther sampless used, such
h as records, library unitts, and librarry users, are
e
from Diliman
n libraries.
To access iL
Lib, open you
ur web browsser and type the server’ss URL in the address bar..
Figure 1: W
Website URL
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3.3. Logging O
On
In general, researchers
r
are not requ
uired to login
n to iLib to use
u the basic features of
o the OPAC.
However, students, facu
ulty, and staff
ff of the Univversity can lo
ogin to acces
ss the specia
al features off
the system.
Note: Dilimaan users can lo
ogin using theeir UP WebM
Mail accounts. Students,
S
facu
ulty, and staff from
f
other
UP Constitueent Universitiees, please refeer to your resp
pective collegee/unit librariess on how to ob
btain your
usernames an
nd passwords.
To login to iL
Lib, enter your username
e and passw
word in the respective texttboxes on the upper rightt
section of the site (as sh
hown in Figurre 2), hit “Entter” or click the “Login” button.
Figure 2: L
Login Form
3.4. System Me
enu
By default, all users ac
ccessing iLib
b will see a common in
nterface and the same set
s of menu
u
options (sho
own in Figure
e 3).
Figure 3:
3 Common Intterface and Ma
ain Menu
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The main menu
m
appears
s on the left side of the screen,
s
with “Online Catalog” and “V
Visitors Area””
as the main menu group
ps (highlighte
ed in Figure 3).
3 Option to
o log-in is alsso available on the upperr
right section of the site.
d-in, you will see an ad
dditional men
nu group ca
alled “My Lib
brary” in the main menu
u
Once logged
(highlighted in Figure 4)..
Figure
e 4: Main Menu
u for Logged-in
n Users
A welcome message
m
witth your login name will also be displa
ayed on the u
upper right section
s
of the
e
site.
escription off each menu item is covered in Sectio
on 4 (Graphiccal User Inte
erfaces).
A detailed de
3.5. Changing Username and Passw
word
Since iLib was
w
originally developed
d to interface with a Lig
ghtweight Directory Acce
ess Protocol
(LDAP) serv
ver for login
n authentica
ation, it doe
es not provid
de an interfface for you
u to change
e
password frrom within th
he system. Changing
C
pa
asswords sh
hould be don
ne from ano
other system
m
connected tto an LDAP server (e.g
g., WebMail). However, this only ap
pplies to tho
ose currently
y
implementing iLib with LDAP.
ministrators of
o iLib system
ms without in
nterface with
h LDAP can still manage
e their users’
System Adm
profiles from
m the Admin
n interface of
o system. Therefore,
T
r
request
for updating user profile orr
change of pa
assword sho
ould be cours
sed to your iL
Lib System Administrator
A
r.
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3.6. Exit System
When you are logged-in to iLib, you are advised to logout after using the system to prevent other
users from using your account. To logout, simply click the “Logout” button available at the topright section of the site (see Figure 4).
You may also choose to close your web browser to terminate the browser’s active session with
iLib. This is an alternative means of logging-out of the system.
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Secttion 4. Graph
hical User
U
In
nterfaces
This section
n describes in detail all the user interfaces and functionalitie
f
s available in the Online
e
Public Acces
ss Catalog module.
m
The default interface of iLib is the “B
Basic Search” (discusse
ed in Section
n 4.1.1). Belo
ow the Basic
c
Search form
m is the “Wha
at’s New?” se
ection (discussed in Secttion 4.3.1) where all anno
ouncements,
notices, and important messages
m
are
e displayed.
4.1. Online Cattalog
The Online Catalog is th
he first menu
u group available in the main menu. This menu group, being
g
the major co
omponent of the OPAC Module,
M
provides users with
w two (2) different searc
ch options, a
facility to ma
anage bookm
marked items
s, and an inte
erface for vie
ewing new accquisitions lis
st.
4.1.1.
Bas
sic Search
The Basic Search
S
provid
des a simple search form
m with one (1) search boxx and an optiion to search
h
in specific fie
elds (shown in Figure 5).
To begin a search,
s
simp
ply type yourr search exp
pression in th
he search bo
ox and click the “Search””
button or hit the “Enter” key
k (Carriage
e Return) on
n your keyboa
ard.
Using the drrop-down me
enu, you can
n limit the se
earch in a pa
articular field
d. Search fields available
e
are: Author, Accession Number, Ca
all Number ISBN/ISSN, Publisher, T
Title, and An
ny Field. The
e
ch field is the
e Title field.
default searc
Fiigure 5: Basic Search Interfac
ce
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Some useful search how-to’s:
When searching for a specific title, enter the complete title:
Studies in the sociology and economics in Japan
or just keywords within the title:
Studies sociology economics Japan
For author search, enter the full name of the author in any order:
Ambeth Ocampo or Ocampo, Ambeth
When searching for accession number, enter the complete accession number:
FI-13210 or 11073p
For call number search, enter the complete call number:
QA 76.15 D36 1983 or QA76.15D361983 (without spaces)
or just the beginning of the call number if you wish to get titles of the same classification
number:
QA 76.5 or QA76.5 (without spaces)
For ISBN and ISSN search, enter the 10-digit/13-digit ISBN or 8-digit ISSN:
981-247-062-X or 981247062X (without the hyphens)
When searching for a publisher’s name, enter the complete name of the publisher:
The Macmillan Company
or just the major keyword/s in the publisher’s name:
Macmillan
For subject searches, enter the complete subject entry in a subject heading form:
World War II, 1939-1945--United States
or just keyword/s / phrase within the subject:
World War II United States
For a broad search in the database, use the Any Field option. The Any Field search will search all
major fields in the database, such as, Author, Title, Publisher, Subject, General Notes, Content
Notes, Series, and Abstract/Summary.
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Search Tips::
1) You can cchange the seequence of the keywords in your
y
search and
a still get thee same result. This applies
for searcch in the fieldss Title, Authorr, Publisher, SSubject, and Any Field.
2)
Punctuaation marks an
nd other specia
al symbols, w
when part of th
he search wordd, such as: colon(:),
comma(,)), semi-colon((;), period(.), question
q
markk(?), tilde(~), back tick(`), eexclamation point(!), at
sign(@), number sign((#), dollar sign
n($), percent ssign(%), careet/hat sign(^), hyphen(-), plu
us sign(+),
d close parenth
hesis(), squarre brackets[], curly braces{}
{}, vertical barr(|), backslash
h(\), forward
open and
slash(/), ggreater than and
a less than symbols<>,
s
a double qu
and
uotations markks(“), are ignored.
3) To do a rright-truncated search, app
pend an asterissk (*) immedia
ately after thee search word
d.
Example: when you en
nter SURFI* as
a your search
h word, you will get all recoords with word
ds beginning
RFI, such as: SURFING,
S
SU
URFICIAL, ettc. (Note: this search techniique does not apply
a
when
with SUR
searching
g for accessio
on numbers).
4) Search inn any of the fieelds is case-in
nsensitive (upp
percase or low
wercase).
4.1.2.
Adv
vanced Searrch
For more co
omplex searc
ch requireme
ents and verry specific se
earch inquirie
es, an Advan
nced Search
h
interface is p
provided. Us
sing this interrface, you ca
an combine search
s
expre
essions and select
s
from a
number of se
earch limits.
Figu
ure 6. Advance
ed Search Interrface
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The Advancced Search in
nterface (Fig
gure 6) includ
des three (3
3) search boxxes, three (3
3) drop-down
n
menus for ssearch fields,, and two (2) drop-down
n menus for Boolean Operators that allow you to
o
combine sea
arch express
sions. Fill-in one
o (1) or alll of the searc
ch boxes and
d select spec
cific fields forr
each search
h expression, then comb
bine the searrch expressio
on using Boolean Opera
ators AND orr
OR.
e how to use
e the differe
ent options available in this interfacce, we will use the two
o
To illustrate
common typ
pes of informa
ation search, namely: Kn
nown-Item Se
earch and Su
ubject Searcch.
A Known-Ite
em Search is
s when at lea
ast certain in
nformation about the reccords being searched
s
are
e
known, e.g., title or autthor. On the
e other hand
d, a Subjectt Search is a type of se
earch where
e
m satisfy an
n information
n need, are being
b
searched for.
unknown items, which may
ows a Known
n-Item Searc
ch using the A
Advanced Se
earch interface.
Figure 7 sho
Figu
ure 7. Known-Ittem Search Sam
mple
To search fo
or a known title
t
and auth
hor, enter the title in the first search box and select “Title” in
n
the first drop
p-down menu (by default, Title is alre
eady selecte
ed in the firstt drop-down menu in the
e
Search Field
d column).
Next, enter the name off the author in the secon
nd search bo
ox and selec
ct “Author” in
n the second
d
drop-down m
menu (by de
efault, Autho
or is already selected in the second drop-down menu in the
e
Search Field
d column).
Next, select “AND” in the
e Boolean op
perator drop--down menu
u (by default, Boolean AN
ND is already
y
selected in the first drop--down menu in Operator column).
ean AND ope
erator to com
mbine the tw
wo search ex
xpressions m
means that the database
e
Using Boole
will only retu
urn records with
w title “intrroduction to sociology” written
w
by the
e author “Alla
an Johnson”.
Using Boole
ean OR operrator, on the other hand,, will retrieve
e all records with title “introduction to
o
sociology” w
written by “Allan Johnson
n” and/or records with the
e same title written by otther authors,
and/or otherr works writte
en by “Allan Johnson”.
J
Generally, u
using Boolea
an AND operrator to comb
bine search expressions will yield low
w recall (few
w
records retu
urned) but with
w
high pre
ecision (high
hly relevant results). On
n the other hand, using
g
Boolean OR
R operator will yield high recall (more
e records retturned) but w
with low prec
cision (only a
few relevantt records from
m the total re
ecords return
ned by the se
earch).
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Figure 8 sho
ows a Subjec
ct Search usiing the Adva
anced Search
h Interface.
Figure 8. Subjec
ct Search Samp
ple
To search fo
or a subject, enter a keyw
word or phrase in any of the three (3)) search box
xes. You may
y
combine sea
arch express
sions by fillin
ng-in two (2)) or all three
e (3) of the ssearch boxes
s in the form
m
and selecting the desired
d Boolean op
perator to usse.
Figure 8 sho
ows a comb
bination of th
hree (3) search phrases using Boole
ean OR ope
erator. In this
s
search strategy, the dattabase may return record
ds where an
ny or all of th
he three sea
arch phrases
s
e subject fielld.
appear in the
For a more complex
c
sea
arch requirem
ment, other options are prrovided to na
arrow down your
y
search.
The following figures sho
ow other sea
arch options available
a
in the
t Advanced Search.
The Location
n drop-down
n list (Figure 9) provides an
a option to narrow down
n the search to a specific
c
location or liibrary unit. By
B default, Any
A Location is selected which
w
means the search
h will retrieve
e
all records m
matching the search exprression found
d in any of th
he libraries av
vailable in th
he list.
Fig
gure 9. Locatio
on Drop-down List
L
The Type drrop-down listt (Figure 10)) provides an
n option to narrow
n
down
n the search to a specific
c
Type of Circ
culation matterial. By default, the An
ny Type option is selectted which will
w search all
materials ma
atching the search
s
expression regard
dless of the Circulation
C
tyype.
Circulation types
t
available in the drop-down
d
lis
st may vary from one C
Constituent University
U
to
o
another, dep
pending on th
he preferenc
ces of the librraries using the
t system.
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Typical circu
ulation types
s include: Re
egular Circula
ation (two-w
week book); R
Reserve Boo
ok (overnightt
use only); Reference Book; and Roo
om-Use Only.
Figure 10. Circulation
n Type Drop-do
own List
option to lim
mit your sea
arch to spec
cific types off
The Formatt section (Fiigure 11) prrovides an o
materials. C
Clicking on an
ny of the che
eckboxes wiill limit your search to that specific material
m
type.
By default, no checkbox
x is selected
d which mea
ans your sea
arch will retrrieve all relev
vant records
s
e search exp
pression rega
ardless of the
e type of matterial.
matching the
Figure 11. Fo
ormat Options
Figure 12, on
o the other hand,
h
shows two more op
ptions to narrrow down yo
our search. The
T date textt
boxes allow you to limit your search on specific year/s
y
of pub
blication or ccopyright. If you
y know the
e
as published,, you can fill--in one of the
e two text box
xes for Date.
exact year a material wa
If you wish tto retrieve all
a records pu
ublished with
hin a given date
d
range, e
000 to 2008,
e.g., from 20
you may en
nter the beginning and ending dates (as shown in Figure 12
2) and selectt “TO” in the
e
drop-down list. Finally, if you are loo
oking for ma
aterials poss
sibly publishe
ed in one of two specific
c
008, you shou
uld select the
e “OR” option from the drrop-down listt.
periods, e.g.., 2000 or 20
Figure 12. Date and Records/Page
R
O
Options
Lastly, you may choose
e to limit the
e number off records tha
at will be dissplayed at a time in the
e
results page
e by using the Records/P
Page drop-do
own option. By
B default, fiffteen (15) re
ecords will be
e
displayed in the result se
et at a time. You
Y may inc
crease the nu
umber of reccords to be displayed at a
time to 25, 50,
5 or 100 by
y changing th
he preferred vvalue in the Records/Pag
ge drop-down option.
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To begin se
earching, clic
ck the “Searc
ch” button (sshown in Fig
gure 13). Clicking the “R
Reset” button
n
(also shown in Figure 13
3), on the oth
her hand, will clear the search boxess and reset all
a drop-down
n
eir default va
alues.
menus to the
Figu
ure 13. Search and Reset Butttons
4.1.3.
Sea
arch Result
The Search Result page shows you a brief dissplay of the records retu
urned from your
y
search.
Figure 14 sh
hows a samp
ple results pa
age with 517 records foun
nd.
F
Figure
14. Searrch Result Pag
ge
By default fifteen record
ds will be sho
own at a time. A navigattion link (pag
ger) will be shown
s
above
e
the results sub-section
s
a at the bo
and
ottom section
n of the page
e when the ssearch resultts returned is
s
greater than
n fifteen (15)). The record
ds per page can be cha
anged from tthe Basic an
nd Advanced
d
Search form
ms before exe
ecuting the search.
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The first column in the results
r
table (Figure 14) shows a ch
heckbox befo
ore each rec
cord in a row
w
which can be used to bo
ookmark reco
ords (Add to Cart) for pro
ocessing at a later time, e.g.,
e
printing,
sending to e
email (explain
ned further in
n the View C
Cart sub-sectiion).
The second column (in Figure
F
14) sh
hows an icon
n representing the type off material forr each record
d
in a row.
Tip: To show
w what type of material an iccon representss in the resultss page, roll thhe mouse overr the icon.
The table be
elow shows all
a available icons
i
currenttly used by iL
Lib and the ttype of materrial each one
e
represents.
Icon
Mate
erial Type
Articlle
Book
k
Seria
al / Continuin
ng Resource
Computer File / Electronic
E
Re
esource
Map
Mixe
ed Material
Music
Thes
sis
Visua
al Material
Analy
ytics
Table 1. Type
es of Material
The third column (in Figu
ure 14) show
ws the Call Number assig
gned to each record in a row.
r
The fourth (last) column
n (in Figure 14)
1 shows th
he brief biblio
ographic info
ormation for each record
d
and usually contains the
e following fie
elds: title pro
oper and sub-title (if available); personal author orr
corporate na
ame; publisher; and date of publicatio
on.
In the same
e column (Co
olumn 4), be
elow the bibliographic info
ormation, an
n option to bookmark the
e
record, labeled “Add to Cart”,
C
is also
o available. Clicking
C
the “Add to Cartt” link will ad
dd the record
d
ned further in
n the View Cart sub-sectiion). For item
ms already added to yourr
to your Cart List (explain
Cart, the lab
bel will chan
nge to “Rem
move from C
Cart” which you
y
can use to remove bookmarked
d
records from
m your Cart List.
L
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Finally, an option
o
to sort the resultts is available at the up
pper right po
ortion of the results sub-section (high
hlighted in Fiigure 15). Re
ecords can be
b sorted by author, title, call numberr, and year in
n
ascending or
o descendin
ng order by selecting
s
the
e preferred “Sort
“
field” and
a
“Sort ord
der” from the
e
drop-down liists available
e.
Figure 15. Sort
S
Options
To view the the details of
o each recorrd, click on its
s “title”.
4.1.4.
Rec
cord Details
The record details page
e provides th
hree (3) diffe
erent types of
o views, na
amely: Brief Record; Full
d MARC Rec
cord display. Each view is
s represented
d by a tab.
Record; and
F
Figure
16. Detaiils: Brief Recorrd
The Brief Re
ecord tab (Figure 16) shows the mosst common bibliographic
b
information describing a
material, such as: call number;
n
autthor; title; pu
ublication da
ata (place, p
publisher, da
ate); physical
description; and subjects
s.
Notice the liinks on nam
mes of authorrs and subje
ect entries in this view (h
highlighted in
n Figure 16).
Clicking on an
a author’s name
n
will trig
gger a search
h for other wo
orks of that a
author while clicking on a
subject entry
y will retrieve
e records of the
t same subject.
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The Full Record tab (sh
hown in Figure 17), on th
he other han
nd, provides a complete bibliographic
c
information describing
d
a material. Lin
nks on autho
or names and
d subject enttries are also
o available in
n
this view.
F
Figure
17. Deta
ails: Full Recorrd
M
Reco
ord tab provid
des an interfa
ace specifica
ally designed
d for cataloge
ers. It shows
s
Finally, the MARC
the record d
details in MA
Achine Read
dable Cataloging (MARC
C) format in a human-rea
adable form.
MARC is a standard
s
form
mat used in library systems for excha
ange of elecctronic catalo
oging records
s
across differrent platforms.
Figure 18. Detaills: MARC Reco
ord
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Below the R
Record Details page is the
e holdings in
nformation (shown in Figu
ure 19). This table shows
s
the available
e copies of a specific title
e which may be available in one or mo
ore college/u
unit libraries.
Figure 19. Dettails: Holdings
The table dis
splays the fo
ollowing inforrmation in de
etail:
•
Acce
ession Numb
ber (column 1) – the uniq
que identifierr of each cop
py of the mate
erial;
•
Call Number (co
olumn 2) – se
erves as loca
ator of physic
cal material o
on shelf;
•
Circculation Type
e (column 3) – common values
v
are: “R
Regular Circu
ulation”, “Reserve Book”,
“Roo
om-Use only
y”, “Referenc
ce”, etc.;
•
Volu
ume/Year (co
olumn 4) – used for Multi-volume matterials (optional);
•
Stattus (column 5)
5 – possible
e values are:: ON-SHELF
F, ON LOAN (including th
he due date),
IN P
PROCESS, LOST,
L
and LO
ONG OVERDUE;
•
Loca
ation (colum
mn 6) – the name
n
of college/unit librrary where tthe physical copy of the
e
mate
erial can be found; and
•
Resservation option (column 7) – used to
o place online reservation on specific
c copy of the
e
mate
erial.
To place an online reservation, click
k the “Reserv
ve” link (high
hlighted in Fiigure 19). Th
his feature is
s
n detail in the
e next sub-se
ection.
discussed in
Below the holdings
h
tablle are two buttons,
b
nam
mely “Downlo
oad MARC” and “Add to
o Cart”. The
e
Download M
MARC button
n is designe
ed specificallly for catalog
gers wanting
g to save a copy of the
e
record in MA
ARC format.. This functio
on will allow a catalogerr to export / save the rec
cord in a file
e
which can be
e imported in
nto another cataloging
c
sy
ystem that is also MARC compliant.
The “Add to Cart” button
n, as discuss
sed in the prrevious sub-s
section, is ussed to bookm
mark records
s
ng at a later time, e.g., prrinting, sending to email (explained fu
urther in Sec
ction 4.1.6).
for processin
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4.1.5.
OPAC Module
e
Online Reserva
ation
This feature
e is used to place reserrvations for an item you
u wish to bo
orrow in the
e future. The
e
“Reserve” lin
nk (highlighted in Figure
e 19) is only available forr “Reserve B
Books” and currently
c
On-Loan circula
ation materialls.
Upon clickin
ng the “Rese
erve” link, the
e interface “R
Reservation List” will be shown (Figu
ure 20). This
s
interface pro
ovides inform
mation on the reservation details forr a copy of a material, such
s
as: title,
author, acce
ession numb
ber, name of
o borrower who placed reservation, the date and
a
time the
e
reservation was submittted, and ex
xpiration date
e of reserva
ation. Reservvation for an
n item is by
y
priority, that is, whoever places the fiirst reservatio
on is the first priority and
d appears as number one
e
(1) in the Re
eservation Lis
st, the secon
nd is numberr two (2), and
d so on.
Figure 20. Re
eservation List
Notes:
Reservation effectivity
ef
for Reserve
R
bookss is within the same day and
d reservation effectivity forr Circulation
books is threee (3) days beg
ginning from th
he due date off the borrowed
d item or three (3) days from
m the current
date if item iss already overrdue.
For reserved items returneed after the due date, the Exp
xpiration Datee will be autom
matically adju
usted based on
n
the date the ittem was returrned.
Once a copy of
o a material has
h been reseerved, it canno
ot be borrowed
d by another uuser unless thee reservation
has expired oor cancelled byy the user who
o placed the reservation or by the circulaation staff.
The borrowerr who placed the
t reservatio
on will be notiffied thru emaiil once the item
m has been reeturned and
checked-in byy the circulatio
on staff.
Reservations placed
p
onlinee can be vieweed and cancellled in the Reseervations tab under the E-L
Library Card
section.
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4.1.6.
OPAC Module
e
View
w Cart
The “View Cart”
C
option brings you to
o the Item C
Cart List interface (shown
n in Figure 21)
2 where all
items you ha
ave bookma
arked from th
he Search Re
esults page or from the Record Deta
ails page are
e
listed.
ce is someho
ow similar to the search rresults page where a brie
ef display of bibliographic
c
This interfac
information for each rec
cord added to
t the cart iss shown. The link on the
e title, when
n clicked, will
cord details for
f that item.
show the rec
Figure 21. Ittem Cart List
Available op
ptions in thiis interface are: “Back to Search Results”, “R
Remove from
m Cart”, and
d
“Preview”. H
Hitting the “B
Back to Searc
ch Results” button will bring
b
you bacck to the Search Results
s
page.
ox before ea
ach record (highlighted in Figure 21)) can be use
ed to remove
e items from
m
The checkbo
the Cart Listt. To remove
e an item, simply click o
on the check
kbox and hit the “Remov
ve from Cart””
button.
The “Preview
w” button can
n be used to
o generate a reference lis
st in bibliogra
aphy form.
Notes:
When you boo
okmark (“add
d to cart”) reccords, these aare only stored
d temporarily together with your other
session data and
a will be rem
moved or desttroyed when yyou log-out off the system orr when you clo
ose all
instances of your
y
Web brow
wser.
To save a cop
py of your Carrt Items, you can
c print or seend the list to your
y
email.
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Upon hitting the “Preview
w” button, a pop-up wind
dow will open and displa
ay the records in the Cartt
mat (shown in
i Figure 22)).
List in a bibliography form
As part of the bibliography-formatted list, be
elow each record, is a call numb
ber and the
e
correspondin
ng location or
o name of college/unit
c
library that owns
o
a copy of the item. If an item is
s
available in multiple loca
ations, all locations are re
eflected oppo
osite their asssociated calll numbers.
Figure 22. Carrt List Preview
op-up window
w, you can generate
g
ap
print-out of th
he page by cclicking on th
he “Print This
s
From this po
Page” button
n or send the
e list to your email by hitting the “Send as Email” button.
b
Upon clickin
ng on the “Se
end as Email” button, an
nother pop-u
up window w
will appear as
sking you forr
an email add
dress (shown
n in Figure 23).
Figure 23. Send to Email
Enter a valid
d email addrress and clic
ck the “OK” b
button. The bibliography
b
will be sent to the email
address sho
ortly. Hitting the
t “Cancel” button will close the pop-up window w
without emailing the list.
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4.1.7.
OPAC Module
e
New
w Acquisitio
ons
The New Acquisitions
A
interface (sh
hown in Fig
gure 24) allo
ows users to
o view the most recentt
materials accquired or ca
ataloged by the library. Basic informa
ation, such as
s accession number, call
number, title
e, author, and
d location, arre displayed in this interfa
ace.
By default, tthe page will display new
w acquisitions from all Co
ollege/Unit lib
braries. To view
v
the new
w
acquisitions list of a specific library unit,
u
click on the drop-dow
wn menu forr locations (h
highlighted in
n
a select the
e preferred College/Unit
C
library.
Figure 24) and
Figure 24. New
w Acquisitions
s
The list can also be sorted by any off the availablle fields by clicking
c
on the “curved arrrows” before
e
and after ea
ach field nam
me. A click on the curved
d arrow pointing upwardss will sort the
e associated
d
field in “asc
cending orde
er” while a click
c
on the curved arro
ow pointing downwards will sort the
e
associated field
f
in “descending orderr”.
4.2. My Library
y
The My Libra
ary sub-secttion provides
s additional options
o
for leg
gitimate mem
mbers of the University off
the Philippin
nes, e.g., stud
dents, faculty
y, staff, or otther users giv
ven library privileges.
Note:
Interfaces in the
t My Librarry sub-section
n requires valiid login and pa
assword. Thiss interface is not
n visible to
non-memberss of the Univerrsity or publicc users in geneeral
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4.2.1.
OPAC Module
e
E-Liibrary Card
The Electron
nic Library Card
C
(shown in
i Figure 25)) is the electrronic version
n of your Borrower’s Card
d
traditionally used in the library when recording cirrculation tran
nsactions (e.g., loans, retturns).
The E-Card shows your personal infformation, su
uch as, your Borrower ID
D, Name, and
d College. In
n
addition, it also keeps
s a record of all yourr transaction
ns with the library/libra
aries. These
e
transactionss are grouped
d into four tabs as shown
n in Figure 25
5.
Fig
gure 25. Electro
onic Library Ca
ard
The default tab is the “Items On Lo
oan” tab whe
ere all your currently loa
aned materia
als are listed
d
(shown in F
Figure 26). It shows brrief information for each
h of your b
borrowed item
m, such as,
accession number, title, author, call number, borrowed date,, due date, ffine (for overrdue items, iff
cation.
any), and loc
Fig
gure 26. E-Card
d: Items On Lo
oan
The “Reserv
vations” tab (shown
(
in Fig
gure 27), on the other ha
and, summarrizes all rese
ervations you
u
have placed
d online, inc
cluding brief information about each
h item you h
have reserve
ed, such as,
accession number, title, author, requ
uested date, e
expiry date, and location.
Fiigure 27. E-Carrd: Reservation
ns
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From this in
nterface, you
u can cancel the reserva
ations you ha
ave placed o
online by clicking on the
e
“Cancel” linkk (highlighted
d in Figure 27
7) associated
d with each item
i
you hav
ve reserved.
You may als
so view the status of your individuall reservations by clicking
g on the “De
etails” option.
Clicking the “Details” link
k will display
y the Reservvation List (previously disscussed in Section
S
4.1.5))
s
of your reservation
n including yo
our position in the priority
y list (if there
e
where you ccan see the status
are others who
w have placed reservattion on the sa
ame item).
The third tab
b is labeled “Titles Recommended” (shown
(
in Fig
gure 28). This tab lists down all titles
s
you have su
ubmitted to th
he library/librraries for futu
ure acquisitio
ons. Informattion you will see
s from this
s
interface incclude, the title
e, author, requested date
e, status of your
y
request, and an option to cancel
your requestt.
Figure
e 28. E-Card: Titles
T
Recommended
The status of your requ
uest may va
ary dependin
ng on the ac
ctions that h
have been taken
t
by the
e
ere your request was forrwarded. Pos
ssible values
s
acquisitions staff in charrge of the library unit whe
e in the “Statu
us” column in
nclude: appro
roved; disapp
proved; forwa
arded; or pen
nding.
you can see
Information o
on how to re
ecommend a title for poss
sible acquisittion is discusssed in Sectio
on 4.2.2.
The last tab in the Electrronic Library Card interfa
ace is the “History” tab (shown in Figu
ure 29). Here
e
you can see
e all records of your pas
st transaction
ns. This is useful if you need to che
eck what you
u
have borrow
wed, returned
d, or renewe
ed in any of the libraries
s in your Con
nstituent University. This
s
can also serrve as an uno
official receip
pt of all your library transa
actions, e.g., paid fines.
Figure 29. E-Card: History
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U.P. Integrated Library Sy
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4.2.2.
OPAC Module
e
Rec
commend a Title
This interfac
ce allows you
u to submit request
r
for materials
m
for possible purrchase of a liibrary unit. A
form (shown
n in Figure 30)
3 is provide
ed for you to
o fill-in inform
mation about the materiall you wish to
o
recommend.
nal informatio
on, such as name,
n
email address, co
ollege are alrready shown
n in the form.
Your person
On the other hand, yo
ou are requ
uired to fill-in informatio
on about the material you
y
wish to
o
recommend, specifically
y the materia
al type (availlable as a drop-down menu) and the
e title. Otherr
fields are no
ot required but will be helpful
h
to the
e acquisition
ns staff if yo
ou can proviide as much
h
bibliographicc information
n as you know
w.
F
Figure
30. Reco
ommend a Titlle
Finally, you may submit your requestt to the speccific library wh
here you thin
nk the material should be
e
able by selectting a library
y unit in the d
drop-down lis
st (highlighted
d in Figure 30).
3
made availa
Note: There iis no guaranteee that your reequest will be granted. All titles
t
recommeended will be reviewed and
d
evaluated by the library-faculty committtee. Your requuest may also be
b forwarded to another lib
brary unit if
the recommennded title is more
m
appropria
ate / relevant to another lib
brary.
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U.P. Integrated Library Sy
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4.2.3.
OPAC Module
e
Feedback
The system provides an
n interface (shown in Figu
ure 31) for you
y to send yyour feedbac
ck. This way,
you can rep
port problem
ms you have
e encountere
ed with the system, submit your comments
c
orr
suggestions on how to fu
urther improv
ve the system
m, or ask qu
uestions rega
arding some features you
u
are not very familiar with
h.
omment, sim
mply fill-in the
e Subject an
nd Commentts fields as sshown in Figure 31. Yourr
To post a co
Name and Email
E
Addresss should alrready be dissplayed by default. Once
e you have accomplished
a
d
the form field
ds, click the “Submit Fee
edback” butto
on.
Figure 31. Fe
eedback Form
Information you submitt using this form will be sent to the iLib Syystem Administrator forr
appropriate action.
4.3. Visitors Arrea
The Visitors Area provides two (2) su
ub-sections: the “What’s New” and the “Library Infformation”.
4.3.1.
Wh
hat’s New?
This sub-secction display
ys messages
s intended to
o be communicated to th
he library us
sers like you.
Messages posted
p
usually contain important anno
ouncements, system alerrts, instructio
ons and otherr
general inforrmation abou
ut the system
m.
You are adv
vised to visit this sub-sec
ction often to
o read importtant message
es that may be helpful to
o
you. When you visit the “What’s
s New” sub-section, you
y
will find
d a list off messages,
ents, system
m alerts, etc. sorted
s
by da
ate beginning
g from the lattest post.
announceme
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U.P. Integrated Library Sy
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Figure 32 sshows a scre
eenshot of messages,
m
a
announceme
ents, alerts, etc. posted in this sub-section. A ssearch form is also provided for you
u to be able to find spec
cific informattion from the
e
available listt.
F
Figure
32. What’s New Sectio
on
To view the details of ea
ach post, click on its title
e. A pop-up window (sho
own in Figurre 33) will be
e
etails of the message,
m
ale
ert, or annou
uncement.
displayed to show the de
F
Figure
33. What’s New: Detaills
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U.P. Integrated Library Sy
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4.3.2.
OPAC Module
e
Librrary Informa
ation
This sub-sec
ction provide
es a list of alll college/unit libraries un
nder the UP Constituent University off
the iLib syste
em you are currently
c
acc
cessing.
Figure 34 sh
hows a scree
enshot of this
s sub-section
n showing a list
l of college
e/unit librarie
es in Diliman..
Clicking on the name of the colle
ege/unit libra
ary will bring
g up a wind
dow showing you more
e
a
the library unit.
information about
F
Figure
34. Library Information
n
Lastly, for lib
braries with their
t
own websites, a link
k is made ava
ailable beside the library unit’s name,
or from the pop-up win
ndow showin
ng the detaills of the librrary unit, a URL is mad
de available.
a of these links (highlig
ghted in Figu
ure 34) will op
pen the library’s website..
Clicking on any
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U.P. Integrated Library System (iLib): User’s Manual
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Section 5. Glossary
This section provides a list of terminologies and acronyms used or mentioned in this manual and
are further defined or explained here to aid the users in understanding their meanings.
Borrower’s ID – refers to the student number (for graduate or undergraduate students) or
employee number (for faculty, admin, REPS, and other bonafide members of the University) used
as a unique identifier of individual library patron. All transactions, e.g., loans, returns, of the
patron in the library are recorded with his/her Borrower’s ID (iLib operational definition).
Cart – or Book Cart, is a bookmarking facility, used to temporarily store selected library records
returned from a search in a “Virtual Book Cart” for processing at a later time, e.g., printing,
sending to email in bibliography format. The Cart function in iLib should not be confused with the
concept of an online shopping cart used in online stores when placing orders or buying products
online (iLib operational definition).
Electronic Library Card – or E-Library Card, is the electronic version of the Borrower’s Card
traditionally used by libraries when recording circulation transactions of library users. It displays
basic information about the library user, such as, the Borrower ID, Name, and College. In
addition, it also keeps a record of all the borrower’s transactions with the library/libraries, such as
borrowed items, returned items, renewed items, paid fines, recommended titles, and reservations
placed online (iLib operational definition).
HTML – or HyperText Markup Language, is the publishing language of the World Wide Web.
HTML gives authors the means to: publish online documents with headings, text, tables, lists,
photos, etc.; retrieve online information via hypertext links; design forms for conducting
transactions with remote services; include spread-sheets, video clips, sound clips, and other
applications
directly
in
their
documents
(Source:
http://www.w3.org/TR/REChtml40/intro/intro.html).
MARC – or Machine-Readable Cataloging, is a format standard for the storage and exchange of
bibliographic records and related information in machine-readable form. All MARC Standards
conform
to
the
ISO
2709
(1996)
(Source:
The
British
Library,
http://www.bl.uk/bibliographic/exchange.html).
Precision – number of relevant hits in hitlist / number of hits in hitlist; Precision is a measure of
how well the engine performs in not returning non-relevant documents. Precision is 100% when
every document returned to the user is relevant to the query (Source: Text Retrieval Quality: A
Primer by Kavi Mahesh, http://www.oracle.com/technology/products/text/htdocs/imt_quality.htm).
Recall – number of relevant hits in hitlist / number of relevant documents in the collection; Recall
is a measure of how well the engine performs in finding relevant documents. Recall is 100%
when every relevant document is retrieved (Source: Text Retrieval Quality: A Primer by Kavi
Mahesh, http://www.oracle.com/technology/products/text/htdocs/imt_quality.htm).
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U.P. Integrated Library System (iLib): User’s Manual
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Search Expression – consists of keywords or phrases used to represent a search topic or
subject of inquiry (iLib operational definition).
Sort Ascending – to arrange or order values alphabetically from A to Z (for words/text),
numerically from smallest to largest value (for numbers), or chronologically from the earliest to the
latest (for dates) (iLib operational definition).
Sort Descending – to arrange or order values alphabetically from Z to A (for words/text),
numerically from largest to smallest value (for numbers), or chronologically from the latest to the
earliest (for dates) (iLib operational definition).
URL - Internet address that locate a specific resource on the World Wide Web or elsewhere on
the Internet. It consists of the Internet protocol name; a host name; and optional elements such
as a port, directory, and file name. (Source:
http://www.academicresourcecenter.net/curriculum/glossary.aspx).
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Section 6. Release Notes
This section summarizes the new components and features, major system enhancements, and
known issues associated with this release version.
6.1. New Components / Features
The following features / functions were added in this release:
•
07-12-2008 – Added sort options in results page.
•
07-12-2008 – Added call number column in results page.
•
06-28-2008 – Scheduled jobs implemented to: send email alerts to users with
delinquencies (e.g., overdue books, unpaid fines) and reservations that are already
available for pick-up; check/re-check reservation expiration; and re-compute / reset
reservation validity.
•
04-12-2008 – Added record navigation (Previous / Next) in Record Details page.
6.2. System Enhancements
The following features / functions were revised / enhanced in this release:
•
07-12-2008 – Added call number and location in emailed bibliography from Cart List.
•
07-05-2008 - New interface for “New Acquisitions List”.
•
04-12-2008 – Actual search result was limited to a maximum of 1,000 records but shows
the exact number of records returned by the search. This is implemented for performance
reasons (improved response time).
•
04-12-2008 – Improved user interface that is compatible with monitors with minimum
resolution of 800x600 pixels.
•
04-08-2008 – Session expiration reset to one (1) hour from thirty (30) minutes.
•
07-28-2007 – Added “Remove from Cart” option in Record Details page.
•
06-15-2007 – Mouse-over on icons in search results page shows the name or description
of the material.
6.3. Known Issues
No known issues documented in this release version as yet.
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