One of the most important things to remember about a modern library, is that the term is now more traditional than accurate. A modern library may contain a wide array of %ITEMS% that bare little resemblance to the traditional concept of a 'book'. A catalogue built in Pergamon reflects this modern interpretation - almost any %ITEM% that may be placed into a collection can be stored within the Pergamon database.

For the sake of understanding therefore, all %ITEMS% that may be stored within the Pergamon database - whether that %ITEM% is a book, video, automobile, or cocker-spaniel puppy - will be referred to in this manual as an '%ITEM%'.

Tell me about:

• Item Management Dialog Layout
• Unique and Core Fields
• The Item list Grouping System
• Bookmarking
• Media Types and Advanced Editors
• Attachments
• HID (Accession) Formats
• Serial Numbers
• Option Indexing
• Dynamic Indexing
• Associations
• Persistant Menu Options

How Do I:

• Creating a new item
• Creating another copy of an existing item
• Editing an existing item
• Removing an existing item
• Editing the advanced fields

Item attachments are available from [Edit Attachments] button on the [Item] tab of the Item Manager. Tha attachments dialog provides the ability add and remove five types of attachment to the Item record: Abstracts (bulk text), document references, images, audio files and video files.

A full explanation of the attachments dialog is available on the relevant help file page.

An HID (Human readable ID) is the unique number or sequence of Alphanumeric characters that uniquely identify an individual Item within the Pergamon database. While it is possible to enter these formats manually, keeping track of the last number used externally to Pergamon, a much easier and convenient method is built into the Item Manager dialog itself.

HID Formats can be created via the Lookup Manager that allow the user to specify:

• A set of prefix characters
• A body length (using a series of '0' characters)
• A set of suffix characters

When creating a new Item record, either enter a hash (#) or question mark (?) character rather that your own unique number, then complete the rest of the record. When saving the new record into the database for the first time using the [Update] button, a new and unique number is automatically generated based upon the current database content.

Entering a simple hash or question mark will generate the next available number based upon the first HID Format identified. If several HID formats have been created, perhaps for different types of Item, enter the prefix followed by the hash or question mark character - in this case the specific HID format identified by the prefix will be used as a preference.

The serial number field of an Pergamon Item is a number or set of alphanumeric characters that represent the all copies of an Item. In terms of a tranditional library therefore, the serial number would be an ISBN; while for a mechanical component, it may by a part number.

Because most numbers of this type are issued at an industry level, they have validation systems built into them. The standard ISBN for example, is based upon a division-by-11 checksum where the last digit is the calculated checksum figure (which is why it is the only character in the number that can be 1 to 9, or an 'X'). To ensure that a number is typed in correctly, Pergamon has a built-in validation system that examines the number once it has been typed (and the cursor leaves the field) and reports what type of serial number has been found.

If Pergamon reports that the format of the serial number is unknown therefore, the user can be sure that the number has been typed incorrectly, or the format is really a non-industry standard format that (currently) Pergamon is not aware of. Currently, the Ptolomy release of Pergamon understands the following standard formats:

Tranditional ISBN Tranditional ISBN embedded (such as within EAN) ISBN-13 ISBN-13 embedded

Additional local or special formats can be added internally or via external scripting mechanisms - contact Esferico for details.

The Option Indexing page displays all of the dynamic indexing types that have been created with the focus 'Item Indexing' and which have been flagged as 'Single Use Only'.

During editing, all possible items within the index are displayed containing checkboxes that can be checked or unchecked so that the user can set the required option. Once the item has been edited and updated, all non-selected indexing options are removed from the display to enhance clarity.

Typical 'Option Indexes' types include Item Publisher and Vendor (supplier).

In order to create a new index within any of the types, ensure that the required type is selected then right-click the [+] symbol to the right of the current page. This command button will display the Manage Index Items dialog through which a new entry can be created.

The general Dynamic Indexing page displays all of the dynamic indexes that have been created with the focus 'Item Indexing' and which has not been set to 'Single Use Only'.

The folders containing the dynamic indexes are displayed in the list box but containing only those index phrases that have already been attached to the item, rather than all possible options. This is because dynamic index types of this nature tend to possess a very high content.

In order to add, or even create new items in the type, ensure that the folder for the type is currently selected and then right-click the [+] button on the right-hand side of the current page to display the Manage Index Items dialog.

In order to remove an item from the index type, ensure that the required item is selected in the list and right-click the [-] command button on the right-hand side of the current page.

A number of associations can be made between Items within Pergamon. An association is made by selecting the Association type on the Associations page, and then selecting the [+] command button. Similarly, to remove an association, select the Item in the Associations list and then select the [-] command button.

Within the Ptolomy release of Pergamon, there are six types of association currently supported:

The initial state of this list is generated automatically simply from the fact that several unique Items may share the same underlying core record. In most cases therefore, it is not necessary to manually add Items to this list.

It is however possible, to create Items within this list manually using the [+] command button. Doing so will allow the user to specify a new HID, and create a basic and unconfigured new Item sharing the same underlying core record.

Previous and Follow-On Items allow the end-user to specify a logical flow between Items. In most cases, this flow will directly relate to the normal progression of Items within an established series however there are also other reasons why a logical progression may be made, including the creation of reading lists.

An association need only be made in a single direction - the reciprocal association is made automatically. If a follow-on link is made between 'The Fellowship of the Ring' and 'The Two Towers' for example (the first two books of 'The Lord of The Rings'), examining the record for 'The Two Towers' will reveal a 'Previous' link to the 'Fellowship of the Ring' already in place.

This associations list allows Items to be given a heirarchical structure. This system can be used for example, to group a number of books together that are contained within the same 'boxed' set, or a number of DVDs that have been shipped within the same outer case.

In the same way as the Previous / Follow-On association type, only one side of the association is required. Placing one Item within another automatically places a reciprocal reference in the other Item.

The See-Also Items association type is a catch-all list that provides a method of associating Items together for reasons other than those defined elsewhere.

he Manage Items dialog contains a number of persistent menu options that are accessible via [Manage Items] > [Options…]. Checking or un-checking any of these options will remain in force until manaually reset, even if the user logs out of Pergamon and shuts down the workstation.

Persistant menu options are recorded on a per dialog, and per user basis.

Whenever a record is selected, the details displayed on the right hand side of the dialog are automatically placed into core edit mode - the core record can be edited without the user needing to manually select [Edit Core Record].

This mode can be dangerous however, for users who are not fully familiar with the Unique / Core record system. This persistant option should only be used by those who are aware of the consequences of editing a core record. The option is particularly useful however, for libraries that principally contain unique records and do not have shared core records.

Any newly created record is automatically displayed and placed into edit mode. The cursor is placed into the first logical field, and the first tabbed page is brought to the front - in this way, editing of the record can take place using only the keyboard, with movment between fields possible using the [TAB] key.

The current location and size of the Manage Items dialog is recorded at the point at which it is close. When the dialog is reopened, the recorded location and size are restored.

===== Open indexes with content
Open options with content
Open associations with content

Any of the tabbed pages that contain option, index or associations lists automatically have their contents expanded if a contained type possesses any content. Note that even if automatically expanded, the Options list will display only the currently selected option if not in Core edit mode.

How to…

To create a new Item, enter the Item Manager then choose [Create new Item] from the [Manage Items] menu (or press [F5]). On selection, a new Item is created in the database with a default HID based upon the current date and time.

Note that at this point, the new Item is fully created in the database but is not yet 'active' - this is deliberate so that the Item can be configured correctly before being made available to library users. In order to make the Item available, edit the Item when complete, check the [Active] checkbox and update the Item in the database.

When creating a new unique Item in the database (i.e. something that never existed in the database before, or as any other copy of the same Item), progress through each tabbed page and complete the fields required. When finished, select [Update] to save the changes into the database*.

On creation of an Item for the first time, Pergamon will report that a new core record has also been created. As soon as this occurs, the core record is also available to any other unique Items being created - the [Active] flag reflects only the unique part of the Item.

*Note: It is often useful to update the Item more often than at the end of data entry, and possibly even place a bookmark, to prevent loss of the data entry due to external influences such as power failure. Remember however, that if the record is updated then the core component of the Item will become protected - if further editing of that record is required, the core record must be re-opened (see Editing an Item)

Two methods can be used to create a new copy of an existing Item.

The first method is to display an existing copy of the Item, then use the [Associations] tabbed page to create a new Item in the [Items Sharing the same core record] list. This method will create a new Item in the list (within the same Series sub-group, if the original core record was within one), and can be edited by selecting the new record from the list.

The more conventional method of creating a new copy is to simply create a new Item as normal. Once it appears in the list, it should not be immediately edited. Instead, select the [Core Record] drop-down button towards the bottom of the dialog and choose the button option [Attach to Core Record]. A dialog will be displayed allowing the user to select which core record is required.

Once selected, the new Item is attached to the underlying core record and then redisplayed - any index options, associations and other field selections of that core record will therefore be immediately displayed. At this point, the only additional work required is to make modifications to the [This Copy] tabbed page in order to reflect unique information for this individual Item.

In order to start the editing process of a record, locate it in the left-hand list of Items then select it in order to display its details on the right-hand side. If the record is new and currently has no underlying core record, all of the fields on all tabbed pages are immediately available for editing. If the record has been previously updated however, the core record will be protected when first displayed.

Fields which are part of the unique part of the Item record are always available for editing. These fields include the HID, whether the Item is active, and all fields on the first tabbed page titled [This Copy].

In order to edit these fields, simple modify the fields to what is required and select the [Update Item] command button to save the changes into the database.

Because any Item actually consists of two components - the Unique record and a link to an underlying Core record - an additional step is required before the core fields can be edited. The reason for this is to prevent accidental modification of information that is shared by a number of different Items. At the very least, the additional step is designed to make the user think before editing a core field and therefore having wider effects than expected.

In order to make the core fields accessible, select the [Core Fields] drop-down command button towards the bottom of the page and choose the [Edit Core Record] option. Once selected, all of the core fields become available* and can be edited.

When editing is complete, select [Update Item] to save the changes into the database. Note however, that once the changes have been saved, the core record is once again protected even if the persistant menu option [Always in core edit mode] is checked. In this mode, if further editing is required then it must be reselected from the left-hand list, even if the details are already displayed.

If changes have been made to an Item - either in the unique fields or core fields - the changes can be aborted simply by selecting another record in the left-hand list. A warning will be displayed indicating that changes have been made - if the changes are required, select to save them. If the changes are not required, select to abandon them. In either case, the newly selected record will then be displayed.

*Note: This process can be automated using the persistant menu options of the Manage Items dialog. In order to make the core fields immediately accessible when an Item is selected, select the menu option [Manage Items] > [Options] > [Always in core edit mode]. The setting change will remain in effect, even between sessions, until manually changed.

This option should only be enabled however, for experienced users who are fully aware of the consequences of modifying core records.

In order to remove an existing Item, locate it in the left-hand list of Items then select it in order to display its details on the right-hand side. Select [Remove Item] from the menu in order to begin the removal process.

Before removal takes place, the Manage Items dialog will validate the removal request. Part of this validation involves checking functional areas of the database to ensure that the record is not currently in use. Once it has been confirmed that this is not the case, the Item is removed from the database.

If the Item is still in use for any reason, removal will be refused.

Once the unique record has been removed from the database, the Manage Items dialog checks the database to see if there are any more unique records utilising the underlying core record. If no other unique records are attached to the core record, it too is removed from the database.

Some Items are created for media types that have advanced editors. In order to edit these additional fields, select the [Advanced Edit] command button in the bottom right of the dialog. The editing page will be temporarily placed into advanced edit mode. In order to return the page to normal, select the same command button that will have changed to display [Simple Edit].

Note however, that the Advanced Editor fields are attached to the Core record. As a result, the [Advanced Edit] button will not be available unless the dialog is in core editing mode.