BiblioFile Features

Updated 6/25/2008.

Here is a summary of the features in BiblioFile Version 1.4.

1. Unicode support. BiblioFile supports UTF-8 (Unicode) encoding via Leader byte 9, and dynamically transforms characters from MARC-8 to Unicode or vice-versa, for all Unicode characters in the MARC-21 character repertoire. Unsupported Unicode characters found in MARC-8 are saved in NCR format.

2. Cataloger's Reference Shelf. Whenever a question pops up about the MARC rule that governs a specific situation, the answer is right at hand. The F1 Help key provides context-sensitive access the correct topic page from a 24-volume set of information in the Cataloger’s Reference Shelf. The Cataloger’s Reference Shelf uses navigation features derived from Compiled HTML technology. These include a comprehensive Table of Contents in a Windows Explorer-style tree menu, expanded index and search capabilities, favorites, and a glossary. Updates to the Cataloger’s Reference Shelf and to the rest of the help system may be downloaded as needed.

3. Searching. A single, integrated search dialog (image) is used to support access to the Local Database and multiple outside or locally installed resources. Searches can be directed to the Local Database, DVD databases, and compatible Z39.50 resources such as ITS.MARC. Some of the features included are:

•         Keyword and phrase searching

•         Browsing. This feature is particularly useful for authority record searches, in which the object is to select a proper term from those that have been established at the national level or downloaded for local use.

•         Begins-with (Find items that begin with...)

•         37 field search types

•         Boolean operators - up to 3 may be employed (And, Or, Not) in any single search. When combined with the result set filtering options, this provides an extremely powerful finding tool.

•         Find Anywhere - searches all indexed fields except call number. i.e, searches title, author, subject, and notes fields, and all numeric fields.

•         Searches that yield more than the user-definable fetch count (default: 20 records from Z39.50 servers, 250 records from the Local Database and GSD databases) will display a result set containing the first set of records. Subsequent record retrievals from the same search will supplement the result set (vs. replacing it as in ITS). If desired, the user can retrieve all found records. This feature, in combination with the sorting and filtering options, can be a powerful tool to isolate a specific record. Of course, it also means that result sets can grow to be quite large and could exhaust memory for certain searches (e.g., all records containing the letter "a").

•         Resource databases, whether they reside on shipped media, ITS•MARC, or a Z39.50 resource, can be toggled to be searched or bypassed by default. This is useful to prevent unintended searches against services that charge by the search.

NOTE: The list of fields included in any given search type is available in BiblioFile Help.

4. Tabbed windows. Edit windows and configuration components are contained within a tabbed display set. This popular presentation provides easy access from one MARC editor window to another, or to a configuration component, without closing dialogs. To view screens side by side, drag the tab for one screen into the editing portion of the application and select vertical or horizontal orientation.

5. Integrated utilities. All program features are accessible from within the cataloging program. Macros, Z39.50 profiles, print configurations, the template editor, and batch utilities – are accessible from menus in BiblioFile. Changes take effect immediately, without the need to restart Cataloging.

6. Z39.50 Profile Editor. Pre-configured profiles for bibliographic and authority records can be downloaded in batch from the ITS•MARC server with user ID and password properly set from a single login. If, at some point in the future, the supported attributes for ITS•MARC change, an update mechanism can be invoked to automatically correct them.

The list of pre-configured profiles includes all databases on the ITS•MARC server, labeled by subscription status. Those with a “full” status represent your library's active subscriptions and can be searched immediately. Databases marked “demo” are not searchable at this time. However, TLC Support can activate a trial subscription for any of them.

The Z39.50 Profile Editor dialog displays attribute numbers as well as names. This can be useful when targeting other Z39.50 resources, such as your own library automation system's catalog, if the supporting documentation only includes attribute number references.

The Profile Editor includes pre-configured US National Z39.50 Profile support for ITS•MARC and other Z39.50 servers. A TEST button permits verification that the server exists and is responding to Z39.50 messages.

7. Result sets. The result set display is highly configurable to user needs, to make cataloging intuitive and productive. Result set preferences are retained from session to session and may be adjusted on the fly.

a)       Content. Any or all of 15 commonly desired fields may be displayed

b)       Resizing. Column headings may be resized to truncate or display all data available, double-clicked to the “best fit,”  or configured to disappear altogether to reduce "clutter".

c)       Arrangement. Columns may be arranged in any sequence.

d)       Sorting. Clicking a column heading sorts the result set on that column. Clicking again reverses the sequence.

e)       Grouping. Any active column may be used to bring like items together. Grouped items can be collapsed or expanded (like folders in Windows Explorer). Items within groups can be subsequently sorted. See image.

f)         Filtering. Result sets may be refined by typing in additional terms. The result set shrinks with each typed character to include only the items containing the typed text in one of the displayed columns. Cross field filters can be employed by typing terms from separate fields (e.g., "2002 king"). See images: 1 2.

g)       Save and print options. Any record or selected set of records can be saved to any pre-defined location, or to a new location, or printed to any pre-configured print queue.

h)       Print options. Any record or selected set of records can be printed in any configured format.

i)         Jacket art. If an image of the jacket exists on TLC’s content server, it appears in the result set. Note: this is a premium option and requires a separate content license.

8. Toolbar configuration. Several toolbars are included to provide quick access to commonly used features. These toolbars may be turned on or off within any context and docked or undocked as in Office products. A toolbar's state and position is remembered from one session to the next. Toolbar buttons come in four sizes.

9. MARC editor. Cursor movement behaves like standard word processors, e.g., control-arrow moves the cursor one word left or right, home and end to the beginning or end of field data, control-home or -end moves to the top or bottom of the record. The cursor may be placed anywhere in the record with edit capability instantly at hand.

10. Window state. The size and position of the application and its components is preserved from session to session.

11. Label printing. A number of workflow options exist for label printing. The most direct method to print a single label is from within the MARC editor. A group of records can be selected from any result set. If only certain records are to be printed, a print queue can be employed. From within the print queue management dialog, one, some, or all queued labels can be printed. Within the MARC editor, if a number of holdings fields are present, those applicable to the user's home location are selected by default. These can be de-selected or others selected within the dialog. Selected labels are added to the label print queue. Label queues are stored as binary files (vs. MARC records in prior versions) containing specific print attributes. This makes it possible to specify which label or labels are to be printed from a certain record.

12. Label configuration. A number of tools provide control over the content and format of printed labels:

·         Labels can include any number of user-defined print regions, each adjustable in size and position with WYSIWYG mouse or keyboard commands. Print regions can include pre-configured content such as author, title, branch name, etc., or specific field information.

·         Each print region can have its own font and point-size settings.

·         Label stock can be selected by vendor label stock number, aided by WYSIWYG selection tool. If you don’t see your vendor's stock number, send us a sample sheet (not a fax or copy), along with the vendor name and stock number. We’ll add it to our label stock download site, which BiblioFile accesses automatically.

·         If TLC updates a label stock configuration, the user is advised of the update the next time they use that stock in the label configuration program.

13. Label print preview . A Label Printing Preview pane displays the label image for the record currently being edited. This feature also makes it easy to dynamically view the the effect of configuration changes.

14. Other Print queues. Result set views of print queues for cards or edit sheets can be displayed in the Components | Save Profile Editor view. Individual records can be deleted from queues in this view. Records can also be edited directly from queues, and will replace the queued record if duplicate control is turned on.

Duplicates (having the same control number) can be retained or removed at the user’s discretion. If duplicate control is turned on, existing duplicates are removed the next time a record is saved to the queue, or immediately if the user wishes by selecting the “Dedupe Now” button.

15. Templates. BiblioFile is shipped with a stock of existing cataloging templates. These can be conveniently invoked from a fly-out list in the File menu, or can be selected from within the Template Editor. Templates can be edited just like a MARC records. In fact, any MARC record can be saved as a template. To prevent accidental editing of a template as if it were a MARC record, the Template Editor displays templates with a watermark.

16. DVD data distribution. TLC publishes copy cataloging data online (ITS•MARC) and on DVD. The DVD data is published as a series of Global Static Databases (GSDs), each representing the MARC output of a national library, professional cataloging service, TLC  contributing libraries, or a compilation from multiple sources.

    DVDs are not directly searchable as CD-ROM discs are in the ITS for Windows program. Instead, they must copied to a hard drive or server. The process is fairly automatic, and there is no need to attach RAM tables as in ITS.

    The indexes supplied with DVD databases are the same as those available online, and roughly equate to those used in the US National Z39.50 Profile. For this reason, they tend to consume much more hard disk space than their CD-ROM predecessors. If you now use CD-ROM databases, see the GSD hard disk capacity requirements.

17. Changed record flag. The tab control for a MARC edit window is flagged with an asterisk (*) if the record has been changed since it was opened, a handy visual cue.

18. File Editor. This Components menu includes a File Editor feature, which offers a style of editing in which the editor and the result set are linked and simultaneously visible. This feature only works on MARC files. The traditional access to such files (File | Open) is also available, but the File Editor is the method of choice when certain records within a MARC file are to be removed (vs. flagged as deleted). The File Editor also displays the ordinal position of each record in the file, which can be handy when troubleshooting near-duplicates.

19. Shared workstations. A single workstation can be shared by two or more catalogers with separate Windows logins, preserving their individual settings and preferences. If a new user login is detected, BiblioFile default settings are applied. This new feature also makes it possible for BiblioFile to be installed by library IT staff, while everyday use of the software is performed by catalogers.

20. Barcodes. Two barcode fonts (Type 39 standard and extended) are included with the BiblioFile installation to support the printing of barcode labels. A barcode number serialization feature is planned for a a future release.

21. Deleted records. The Local Database retains records flagged as deleted. This is useful for reporting purposes if your library contributes to a union catalog. To report titles to a union catalog manager, you can extract deleted records from the Local Database, in toto or within a range of deletion dates. This may also be useful for collection management statistics. Deleted records may also be retrieved into the MARC editor via the search dialog, also limited to a specific range of deletion dates. From this point, the may be recovered, if necessary, or used in template construction, or for some other purpose. Deleted records can be removed altogether from the Local Database via the File Export dialog.

22. Export files. BiblioFile may be configured to save records to multiple export files, each with its own custom prompt and duplicate protection setting. A “Dedupe Now” option permits duplicate control to be turned on after a file has been created.

23. Duplicate record protection. BiblioFile automatically prevents duplicate records from being added to the Local Database, based on the 001 Control Number. This applies to both bibliographic and authority records. Duplicate protection also extends to main headings (1XX) in authority records.

24. Sharing settings. Users can back up or share their BiblioFile working environment by using the Export and Import Settings options. Any or all settings may be shared, including search and save profiles, search preferences, templates, macros, editor settings, label configurations, printers, batch import, control number, local database, branch information, and general screen layout.
    Settings may also be saved in context. For example, while working on a label configuration, the user may invoke the Export BiblioFile Label Config option and be placed into the Save Settings dialog with that label configuration pre-selected.

25. Information panes. Processes of interest to the user are reported in various information panes. Such panes include:

·         the status of a search as it is being performed

·         the MARC and OCLC validity of the currently displayed record, as data is being entered

·         the result of an authority verification request, and

·         a WYSIWYG label print preview.

These data are presented in resizable information panes that can be closed, consolidated, or undocked from the application if desired. This latter option is particularly handy if you have a second video card and monitor.

27. HTML-based help. Help and Cataloger's Reference Shelf files are presented in compiled HTML format . This provides a modern, content-rich presentation and multiple access modes. It also makes it easier for TLC to support internet-based links, embedded video clips, etc.

Help files are continually updated as we learn of user experience with the program. The latest version of the help system can be downloaded at any time from the download page.

28. Automatic control numbering. Originally cataloged records can be automatically assigned a serialized control number. These control numbers can have a prefix of up to five alpha characters, and a serialized portion up to 9 digits. Separate numbering sequences can be established for bibliographic records,  name authority records, and subject authority records.

29. Macros. Macros are invoked with a press of the F6 key, which produces a dialog of available macros. From this dialog, individual macros can be launched by clicking them or by selecting a user-definable key combination. Nearly any key or combination of keys is valid. Virtually any number of macros can be created. The number that can be assigned to keystrokes is 707.

30. Record locking. BiblioFile uses passive (“optimistic”) locking to handle record contention among networked users. This permits batch loads to be performed while users are in the system. It also means that records being edited by one cataloger may be viewed by another cataloger. This approach also introduces the rare possibility that the second user will be greeted with a warning message that the record has been changed by another user. In this case, TLC recommends that the second user re-open the record in a separate window, view the first user’s changes alongside their own, and reconcile the differences.

31. Diacritic editor. BiblioFile does not contain a diacritic editor of the sort found in ITS•for Windows. We are considering various options, but for the present, you should use methods you would normally use to insert diacritics or special characters into word processing documents. For example, you can copy characters from the Windows Character Map to the Windows clipboard and then paste these characters into BiblioFile. Characters that you use frequently can be assigned to a macro key. The number of key combinations that can be assigned to macros is greatly expanded in BiblioFile.

32. Authority verification. Invoking authority verification in BiblioFile causes all controlled headings to be verified. Suggestions for changes are presented if appropriate based on the contents of the controlling authority records. If a heading is valid, access to the controlling authority record is offered.

To view the recommended authority record, right-click the term of interest in the authority verification pane and select Show Authority Record.

29. Font linking. If the MARC editor encounters a character that is not represented in the user's chosen MARC editor font, but is represented by another font installed and available to Windows, the character is rendered using the other font. This makes it possible for users to use familiar fonts yet still see all characters in the record in their vernacular appearance.

30. Barcodes. If you change the subfield in which you store barcode numbers, you can recreate the barcode index. You should also employ this option if you specify the barcode subfield after having added records to the Local Database. Two barcode fonts (Type 39 standard and extended) are also included with the installation to support the printing of barcode labels.

31. Internal dates. BiblioFile permits the retrieval of records from the Local Database based on date added, changed, or deleted. The last change date is visible in the 005 field, but MARC structure does not have corresponding fields for the date a record was added to or deleted from a system. BiblioFile tracks these dates internally.

32. Full support for the new 13-digit ISBN format. The current version of ITS•for Windows stores ISBNs as found, but indexes them in a 10-digit format. Since January, 1, 2007, when publishers began using the new 979 ISBN prefixes, this is no longer be possible. BiblioFile supports both formats. More info.

33. Unicode-only character recognition. BiblioFile supports the display and manipulation of Unicode characters that are not valid in traditional MARC-8 formats. If Leader byte 09 is set to 'a' (Unicode encoding), characters that are not round-trippable (convertible in both directions) between MARC-8 and Unicode can be saved. If the user attempts to save such a record in MARC-8 format, the binary value of the character is now inserted into the record using Numeric Character Reference in the form &#dddd;, where dddd is the decimal value representing the character's Unicode value. For more information on this process, see BiblioFile help.

34. Backup and restore. A separate utility permits the Local Database to be backed up and subsequently restored if necessary. TLC encourages all BiblioFile users to use the Windows Scheduler function with this feature.

35. Firewalls. The BiblioFile installation program installs a PostgreSQL database as the Local Database (formerly known as the “Active file.”). During installation, you will be asked whether other users (using other computers) should be permitted to connect to this database. If you say ‘No,’ Postgres will only listen for connection requests coming from “localhost” – the machine the database was installed on. If you say ‘Yes,’ Postgres  will listen on a specific port for connections coming from any IP address in the world. Postgres manages access in lieu of a firewall and permits configurations between these two extremes (e.g., to permit connections from any machine in your domain). Alternate configurations will require assistance from TLC Support.

PostgreSQL protects your data with an authentication mechanism that includes a username and password with moderate complexity requirements. Some firewall administrators prefer greater protection, and may want to close access to the PostgreSQL server for all outside IP addresses. This is perfectly acceptable to BiblioFile.

BiblioFile uses port 5864 by default. TLC selected this port as an alternative to the default Postgres port to avoid conflicts with other Postgres databases you may be using. We also intentionally avoided the well-known port addresses to reduce the risk of conflicts with any other software. If a conflict arises, another port may be selected for BiblioFile. Your network administrator can help you select one. If necessary, have them contact TLC Support.

40. Fixed field editors. The Field Editors for the 006 and the 008 have new dialogs similar to the Leader and the 007 introduced in BiblioFile Version 1.1.  The dialog makes it easy to set up the field positions with an intuitive workflow and integrated error handling along with easy access to the Cataloger's Reference Shelf (CRS).  The multiple position dialog allows you to select whatever code is suitable for your material and immediately see if any corrections are needed.  See the Help topics for more information.

41. 856 Field Editor offers a user-friendly dialog to enter special codes and data for electronic resource links.

42. Automatic Control Numbers - Original cataloging records can be automatically assigned a unique control number. Separate numbering sequences can be established for bibliographic records,  name authority records, and subject authority records.  The auto control number can have a prefix of up to five alpha characters, and a serialized portion up to 9 digits.

43. Shelf list cards - Although full card printing capability has not yet been built into BiblioFile, a new 3X5 card configuration can be used to print shelf list cards. This, or any other recently added print configuration can be downloaded at any time. BiblioFile displays new configurations in the Manage Label Stock dialog.

See also:

• ITS for Windows - BiblioFile comparison chart

• BiblioFile minimum system requirements

• Upgrading from ITS for Windows

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