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CASSY is a versatile, inexpensive Dewey Decimal System-based program that helps keep books and audiovisual materials in order. Operation is menu-driven, simple, and intuitive. Printer support lets you print sets of catalog cards, accession lists, and shelf lists. About 1,400 items can be stored on a single 360K disk and up to five subject headings are maintained per item. All catalog card data is printed in proper upper- and lower-case combinations. Also, catalog cards are printed in library order sets (AACR2) for easy filing.
C A S S Y =-=-=-=-= A CATALOG CARD / ACCESSION & SHELF LIST = ======= ==== = ========= = ===== ==== SYSTEM ====== for the Dewey Decimal Library Reference Manual Copyright (c) 1987 DIAKON Systems All Rights Reserved page 1 Copyright (c) 1987 DIAKON Systems The Catalog Card / Accession & Shelf List Sytsem and document files may be copied and freely distributed so long as no changes or alterations are made to any of the program, installation, or documentation files. It is expected that users of the program will register their usage as noted in the section "A Word About Registration". Disclaimer DIAKON Systems makes no representations or war- ranties with respect to the contents hereof and specifically disclaims any implied warranties of fitness for any particular purpose. In no event shall DIAKON Systems be liable for any loss of profit or any other commercial damage. Further, DIAKON Systems reserves the right to make changes in the specifications of the product described within this manual at any time without notice and without obligation to notify any person of such revision or changes. IBM and IBM PC/XT are registered trademarks of International Business Machines. page 2 A Word About Registration After using this CATALOG CARD/ACCESSION & SHELF LIST SYSTEM, you may determine that it is a useful tool for your continued use in your library. We of DIAKON Systems, the developers of the program, are asking that you, the user, contribute the modest amount of $20.00 to offset our development and support costs. Thank you for taking the time to evaluate DIAKON Systems' CATALOG CARD / ACCESSION & SHELF LIST SYSTEM. If it meets your needs, become a registered user by sending $20.00 along with your name and address to: DIAKON Systems Dept. Q 3801 Glenmont Dr. Fort Worth, TX 76133 Registered users will receive information about telephone support and will receive an enhancement diskette containing: 1) Print AUTHOR listings, 2) Print TITLE listings (AACR2 order, of course), 3) Merge multiple floppy diskette data files into a single, fixed disk file. page 3 T A B L E O F C O N T E N T S Table of Contents . . . . . . . . . . . . . . 4 Introduction CASSY Overview . . . . . . . . . . . . . . 5 A Brief Word to Library Workers . . . . . 8 Getting Started . . . . . . . . . . . . . . . 10 Operating CASSY . . . . . . . . . . . . . . . 23 A Word about Editing . . . . . . . . . . . 23 The ACTIVITIES MENU . . . . . . . . . . . 25 (1) Enter New Book Information . . . . 26 (2) Alter and Delete Book Information . 30 (3) Enter New Audiovisual Information . 32 (4) Alter and Delete Audiovisual Information . . . . . . . . . . 37 (5) Print Catalog Cards . . . . . . . . 39 (6) Print Accession List . . . . . . . 43 (7) Print Shelf List . . . . . . . . . 44 (8) Alter Accession Number Sequence . . 45 (9) Rebuild Indexes . . . . . . . . . . 45 (E) Exit to DOS . . . . . . . . . . . . 46 Questions and Answers . . . . . . . . . . . . 47 Appendix A: Installing CASSY . . . . . . . . . . . . . 52 Floppy Diskette System . . . . . . . . . . 52 Fixed Disk System . . . . . . . . . . . . 54 Appendix B: Notes to the Fixed Disk User . . . . . . . 57 Appendix C: DIAKON Systems Library Program Catalog and Order Form . . . . . . . . . . . . . . 58 page 4 INTRODUCTION TO CASSY ===== Welcome to DIAKON's CATALOG CARD / ACCESSION & SHELF LIST SYSTEM. This "software" system, or computer "program", is designed to help the media library worker as a tool for many of the tedious library tasks. The program will let the library worker enter and permanently store the information for each book or audiovisual item on the computer's floppy or fixed disk. The program will then use this information to print sets of catalog cards, accession listings, and shelf listings. Changes and corrections may be made easily and cards or lists reprinted with little extra effort. All that, and the system is EASY to learn and operate, too. The CASSY (short for Catalog card / Accession & Shelf list SYstem) has the following features: * - Both book and audiovisual cataloging with the special catalog card formatting for each type is supported. * - Convenient, fast screen entry of informa- tion. The normal "accessioning" and "cat- aloging" information is "typed" onto the computer screen. Powerful, yet simple-to- learn screen editing assures fast and easy data entry. * - Certain items (such as accession date and call letters) are automatically entered onto the screen. These items may be man- ually overwritten. * - Automatic accession number assignment and incrementing for book entry. The next num- ber is stored permanently and is available when the computer is again turned on. * - Catalog cards printed and automatically formatted for the types AUTHOR, TITLE, SUBJECT, and SHELF. The format is defined in "How to Process Media" from Broadman page 5 Press, 127 Ninth St. N., Nashville, Tennesee, 37234. [This book is an inexpensive, yet thorough description of how to establish and catalog a media library.] * - Batches of printed catalog cards are auto- matically alphabetized for easy merging into the card catalog. Shelf cards are printed in shelf order. * - Review of the stored information may be easily done at any time to assure correct spelling, etc. A single keystroke will "step" through the items allowing the librarian to alter any along the way. * - Print at any time a complete or a partial Accession list. * - Print a complete or a partial Shelf list making for convenient inventory checking. * - Multiple sets of cards may be printed. A single card or a group of cards may be reprinted without re-entry of information. * - The program can be "custom configured" for your computer with a color or a monochrome monitor. It is personalized with your library's name which will appear on screens and printed listings. * - The program is easy to learn, using menus to move through the various activities. CASSY (as the program will be affectionately referred to throughout the rest of this manual) is designed to operate on the IBM PC computer or compatibles running PC or MSDOS 2.0 or greater and having 256K or more memory. The system must have either two diskette drives or one diskette and one fixed disk unit such as the IBM PC/XT. A monochrome or color monitor may be used. Also, a pin-feed printer will be used to print catalog cards and the printed listings. The printer must be capable of handling standard 8- 1/2"x 11" computer paper as well as pin feed library card stock. These items are readily page 6 available from your local library supply house or one of the mail order suppliers such as Demco, Box 7488, Madison, Wisconsin, 53707. These folks will be delighted to send you a catalog, I'll bet. A single floppy diskette will (conservatively) contain about 1400 book or audiovisual entries. This total may vary depending on how many sub- ject headings are used and how many accession remarks are necessary. A 10-Meg fixed disk, on the other hand, will store at least 15,000 entries. (Technically, a 10-Meg fixed disk can store around 25,000 entries, but that leaves room for little else.) page 7 A BRIEF WORD TO LIBRARY WORKERS WHO ARE AFRAID OF COMPUTERS! If you, indeed, are AFRAID of computers, then you probabaly have been intimidated by the pre- vious few pages already. This little private note is to reassure you. You have made the right move! Tackling this computer project IS worth the effort! After a few hours of "doing" CASSY, "reading" the CASSY manual will make much more sense. I need to let you in on a few secrets that folks who work around computers alot already know, but usually fail to tell anyone else. If you tuck these bits of information away in your mind, they should surface when you need them the most. 1) The worst part of CASSY is getting it INSTALLED. Of course, this is the FIRST thing you have to do, too. (See GETTING STARTED below) Once you get passed this part, the rest WILL be EASY! Follow the INSTALLATION instruc- tions step by step. During the INSTALLATION, you may want to have someone around who knows a little about computers. This can be very reassuring, but it is not essential. 2) Most computer programs (CASSY included) work from the "top down". After reaching the ACTIVITY MENU (top), you may move "down" into an activity (such as entering book information). Before you are able to do something else (like print a shelf list), you must return to the ACTIVITY MENU (back to the top) before you can drop "down" into another activity. 3) There is ALWAYS an escape route! No matter where you are in CASSY, you can escape! Usually, the escape route involves pressing the <ESC> key. (ESC stands for ESCape. Appropriate, no?) ALWAYS look for the ESCape route as you step to a new screen. CASSY places this information at the bottom of the screen. page 8 4) The printer on which you print your catalog cards will sooner or later rebel at having to print cards. It will jam itself defiantly, printing several lines on top of each other, ruining several cards BEFORE it sounds its alarm. You have only to press the <ESC> key, realign the cards, even printing a new alignment sample if necessary, then "cooly" continue printing. Or, in your own act of defiance, QUIT printing, making the printer repeat the process at a later time when it decides it will behave itself! Remember, you can always reprint the cards. You have probably lost only one or two cards in the jam-up. 5) Item #4 above was not meant to scare you. It was merely to WARN you of what IS going to happen. That way, you can appear cool and know- ledgable when the crisis occurs. 6) Believe it or not, you are smarter than the computer. YOU will decide what information it is to "learn". YOU will decide what rules it will live by, what abbreviations are used, what SUBJECT formats will be used. YOU may change your mind and alter the information. The com- puter is only a tool or a slave of your wishes, faithfully recording your choices. It is basic- ally quite "dumb". YOU are always the con- troller of the computer and not it the con- troller of you. page 9 GETTING STARTED This section will show you how to get started into CASSY and how to move around in the pro- gram. If this is your first time to use CASSY on your system, you will need to "install" the program onto your "working" diskettes or fixed disk. Thus, if you have not yet done so, please refer to Appendix A for detailed installation instructions. +-------------------------------------------+ NOTE: If you attempt to work with an "un- installed" CASSY, it simply will not work. The installation process assigns the name of your media library to the screens and printer listings, defines data and program drive locations, pre-sets screen attributes for color or monochrome monitors, and allows certain computer files to be created that "hold" the information. This process must be completed before CASSY can work properly. +-------------------------------------------+ Each time CASSY is started, place the PROGRAM diskette into drive A and the DATA diskette into drive B. (If, however, CASSY is operating on a fixed disk system, your CASSY programs and data will be on drive C.) Now, start the computer either by turning the unit on, or by pressing the Ctl-Alt-Delete keys simultaneously if the unit is already on. If you have a fixed disk system, go to the CASSY directory and, at the system prompt [C>], type: CASSY <ENTER> <-- Press the <ENTER> key Throughout the CASSY instructions, we will use the term <ENTER> to designate this key. Dif- ferent computers label the key differently. Some manufacturers call it the "RETURN" key. page 10 Earlier model IBM computers uses a reverse "L" with an arrowhead (somewhat like <--'). Shortly, the CASSY sign-on screen appears with your media library's name, copyright notice, and a plea for financial participation in the on- going livelyhood of the developers. Read the message, send a check, then press <ENTER> to move on to the ACTIVITIES MENU. [The sending of a check is only required once. After that, you may simply press <ENTER> unless you just WANT to send a check each time...] At this time, if you are using a monochrome mon- itor, you may want to adjust the brightness and contrast knobs so that the menu title appears brighter than the numbered activity list. A correctly adjusted monitor will make moving around in CASSY a bit more convenient. A color monitor will distinguish the highlighted items with a different color so the brightness/ con- trast adjustment will be unecessary. After the sign-on screen, CASSY will settle at the ACTIVITIES MENU. It is from this location that all CASSY activities are begun and return. ALWAYS return to this ACTIVITIES MENU. NEVER turn off the computer until you have returned to this ACTIVITIES MENU. ("Not nice" things happen to computer indexes and pointer files when exiting improperly.) Placing all fear aside, now, let's look on at what CASSY can do. The ACTIVITIES MENU is a list of "activities" from which the selection of a task is made. The choice is made by entering the activity number at the SELECTION line near the bottom of the screen. Simply press the desired number key as CASSY will immediatley load the requested program segment. The various activities are described in detail below in the section called OPERATING CASSY. page 11 Now that you have gotten into CASSY, we need a way to leave CASSY gracefully. You will find throughout the program that an "escape route" is always displayed on the screen. Usually, it will be simply pressing the <ESC> key. This will return you to the previous level. Once you have returned to the ACTIVITIES MENU, you may exit to DOS by pressing "E" or you may turn off the machine while in the ACTIVITIES MENU. May we remind you to NEVER turn off the machine until you have returned to the ACTIVITIES MENU! Assuming you are still at the ACTIVITIES MENU, let's now enter a book or two into the system and see how it's done. You will need the acces- sion information for the books. Be sure you have the complete information such as the acces- sion number, author, title, subject headings, etc. [See the Questions and Answers section for a way to create BLANK-SCREEN WORK SLIPS to use in collecting information for entry.] At the ACTIVITIES MENU press <1> to activate "Enter New Book Information." If this is the very first time you have run your system, you will be presented with a message saying that you have no accession number on record, and that's true! As the screen instructions direct, press the <ENTER> key to take us back to the ACTIVITIES MENU. So we need to go to "8-Alter Accession Number Sequence". Press <8>. An instruction screen will appear. At this point you will enter a beginning accession number. Type one to five digits (no leading zeros), and press <ENTER>. The new number will be stored and ready for use. CASSY will then count from this point on all the new books you enter. It will increment automa- tically, saving you the problem of remembering which number is next. [NOTE: Though CASSY will page 12 automatically increment the accession numbers, a way is provided for you to add information out of sequence. See Section 8 in OPERATING CASSY.] Now, back to ACTIVITIES MENU "1-Enter New Book Information" again. This time you should come up with a blank entry screen. Note, that the accession number we just entered appears in the Accession Number "field". Also note that the computer's current date (you should have entered it at computer turn-on) is displayed in the Accession Date field. The cursor also appears in this field. Let's enter some data now. You will see the cursor positioned at the first character of the Accession Date field. Enter the accession date by typing the two month numbers, followed by the two day numbers followed by the two year num- bers. That is, August 3,1987, will be entered 080387. After the last digit is entered, the cursor will automatically advance to the Author field. Enter the author's name using upper- and lower- case letters, placing the author's last name first, followed by a comma, a space, the first name, and finally, the middle name or initial. Press <ENTER>. Notice that the cursor jumps down to the start of the Title field. Also, did you notice when you exited the Author field, the first three letters of the author's name appeared down in the Call Letters field? In most cases, these will be the correct call letters, but we can change them if necessary. Now enter the book's title as it would normally be typed on a catalog card, using upper- and lower-case letters. Do not, however, add the ending period normally used on the cards. Once the title is complete, press the <ENTER> key. The cursor advances to the Publisher field. page 13 Probably, by now, you have typed a mistake some- where. You may use the <Back Space> key or the left and right arrow keys to position the cursor at the error and type it correctly. If you have already left the field, you will be able to correct it using the "review" mode. (More on this later. See also "A Word About Editing" in the OPERATING CASSY section.) Anyway, you may now enter the publisher infor- mation. Again, upper- and lower-case letters are allowed. If the field is too short to contain the complete publisher's name, abbre- viate. Press <ENTER> to advance cursor. The Copyright Date is entered as "c1975". Some- times a date is not known or the item may not be copyrighted. A publication year would then be appropriate, example: "1890". As is standard, enter "n.d." for "no date". Press <ENTER>. The cursor is now positioned at the start of the Source field. This field contains the informa- tion as to where the book came from such as a "gift" or a store name where purchased. If the information is not known, simply press <ENTER> to leave the field blank. Enter the cost of the book as a simple "dollars. cents" entry. That is, a book costing $13.95 would be entered as "13.95". Upon pressing <ENTER>, the cost will re-format itself on the screen. This re-format feature allows us to enter "15" for a $15.00 book and have it display "15.00" without entering the trailing 0's. The Remarks field is the additional accession information which most often is left blank. We page 14 will not presume to tell you what you may put in this field, but here it is if you need it. The information will only appear on the Accession listing. Now we come to the Title Card question. If you wish the printing of catalog cards to include a title card for this book, you would answer <Y>, otherwise answer <N>. CASSY defaults to the <Y> answer since most entries require a title card. Once you enter a <Y> or an <N>, the cursor will advance. The Classification Number field is next. Enter the standard Dewey Decimal numbers and press <ENTER>. Leading zeros are required for numbers below 100. Fiction, of course, uses "F" while books for ages 8 - 11 contain a leading "J". Other standard letter designations are acceptable. Now we come to the Call Letters field which, probably, already has the correct letters in it. Assuming it is correct, simply press <ENTER>. The letters remain as though you had entered them yourself. Note here: a field which already contains the correct information will retain that information by pressing <ENTER> when the cursor is at the start of the field. Had the Call Letters been incorrect, as in the case of a biography, you would be able to type the correct letters over the incorrect ones. The cursor now appears at the start of the first Subject field. CASSY allows up to five subject card entries. Type the first subject heading in the first blank. Since subject headings are always in upper-case, CASSY will type these headings in upper-case whether or not you use the <Shift> or <CapsLock> keys. When the first heading is complete, press <ENTER> and type in the second heading. If fewer than five subject page 15 cards are needed, press <ENTER> until the cursor passes the last field. Now you will see a new line near the bottom of the screen requesting an OPTION selection. The possible choices are listed along the bottom of the screen: <S>save/print <N>save/noprint <R>review <E>exit Before choosing one of the selections, look over what you have entered. Do you see any mistakes? If so, press <R> for "review" to place the cursor back at the Accession Date field. You may now step through (by pressing <ENTER>) any correct fields, or re-type any incorrect fields. Any fields which are re-typed will need the complete field re-entered since pressing <ENTER> partially through the field will "blank" the rest of the entry. Once you have the data correct, Press <S> for save and print. The book information you have just entered will now be stored on the disk(ette) and placed on a "list" of entries to have catalog cards printed at a later time. That's all there is to it! All the hard work for that book is done! Well, most of it, any- way. Let's enter another book before we stop. Notice several exciting/confusing things have taken place. First, the accession number has incremented automatically. You won't need to keep track of it any more. The cursor is back at the Accession Date field and the Subject Headings have been cleared from the screen. The other information you entered still remains on the screen. CASSY is ready to accept information on the next book. page 16 Let's go ahead and enter another book. Pro- bably, the Accession Date will be the same, so just press <ENTER> to step forward. If it is not the same, simply re-enter it by typing over the "old" date. Now enter the new Author, again typing over the "old" Author. If, by chance, the Author name you just entered is shorter than the previous name, you will have some "extra" letters left over from the previous entry. Simply press the <ENTER> key to clear these extra letters. Enter the rest of the items for your second book, typing over the previous book's data. Again, we arrive at the "select OPTION" ques- tion. If all is well, and it should be, press <S> to save the information. This puts us back to the beginning for another entry. (Note the accession number is again incremented automat- ically...Don't you love it?) Enter several more books if you like, or you may wish to stop here. So let's "escape" this entry procedure. Be sure that you have pressed <S> (save/print) on the last entry. The cursor should be at the Accession Date field. Now for a fast escape press the <ESC> key. That action will take you immediately to the "select OPTION" question. This time, press <E> meaning exit to menu, and you will find yourself again at the ACTIVITIES MENU. Before we do anything else, let's go look at what we've just entered. That is quite easy to do. At the ACTIVITIES MENU select option "#2 - Alter or Delete Book Information". After a brief wait, you will see a screen requesting the accession number you wish to view. Type the accession number of the first book you entered above and press <ENTER>. Soon, the first page 17 book's information will be displayed on the entry screen. Scan the information on the screen. If the first book looks okay, then we will advance to the next book. Note the OPTIONS displayed across the bottom of the screen: <S>save <N>save/no prnt <R>rvw <D>delete <E>exit Let's move on. Press the <Page Up> key now. On most keyboards it doubles as the number "9" on the numeric keypad at the right side. If, after pressing it, nothing happens, then you need to press the <NumLock> key to activate the "cursor pad" (arrow keys). Assuming all is well, you should see the next book displayed. Continue pressing the <Page Up> key until all the entered books have been viewed. When the viewing is complete, press the <ESC> key to return to the ACTIVITIES MENU. You may have noticed some corrections that are necessary. Using the <Page Up> and <Page Down> keys, recall to the screen the book that needs correction. Press the <A> key to select the "Alter/Delete" operation. Note the cursor appears at the Accession Date, and the OPTIONS displayed across the bottom of the screen has changed to show the ESCape route. You will want to change only the incorrect fields, so "step-through" the correct fields by pressing the <ENTER> key. When the cursor arrives at an incorrect field, simply re-enter the correct information and press <ENTER>. Once the incorrect fields have been corrected, press the <ESC> key to make a hasty advance to the "select OPTION" question. We see the familiar choices with the addition of a "D - delete" function. We will probably want to "S - save/print" the changed book. Even if it was page 18 previously saved for printing, CASSY will only print one set of cards for the book. After "saving" we may continue to view the book information by using the <Page Up> and <Page Down> keys. Here we will enter and correct the rest of our list or press <ESC> to return to the ACTIVITIES MENU. That completes the entry of some books giving CASSY something to work with. We may turn the computer off and come back later being assured that all the information we just gave it will still be there. CASSY will also remember which Accession Number to start with. Let's go print some catalog cards, instead of turning the computer off. Since we should be at the ACTIVITIES MENU, we simply press <5> to select the printing ACTIVITY. A Sub-Menu appears allowing us to select between Book cat- alog cards or Audiovisual catalog cards. Just press <1> for Book cards. The PRINT CATALOG CARDS MENU appears. Now would be a good time to load the printer with the standard, pin-feed, catalog card stock available at your library supplies store. Follow the loading directions supplied with your printer. As card stock is thicker than paper, you may need to adjust the thickness lever on the printer. Since this is probably your first time to try it, you may want to make a "test printing" on paper. You may re-print the cards on card stock later if you wish. For this initial run of cards, we will select "1 - Print full set of catalog cards." Press <1> and note that you immediately are asked if you wish to "pause between card types". We will answer <N> for No, this time through. But later, we may want to page 19 use the "pause" feature to change card stock, separate card types, or whatever. Now we are asked if we wish to print an "align- ment sample." An alignment sample prints a positioning asterisk (*) in each corner of the card. We can adjust the printer (see your printer's instruction manual for details), then repeat the printing of a sample until the cards are aligned exactly. Answering <Y> to the ques- tion will print a sample. Check the cards to be sure the asterisks are lined-up evenly in each corner. If not, adjust the printer and card stock, then press <Y> again to print another sample. Repeat the process until the sample aligns perfectly. This process will assure that the cards also align perfectly. Now answer <N> to the alignment sample question. The computer starts a "reading and alpha- betizing" process before it starts printing cards. This step may take a few seconds up to several minutes depending on how many cards are to be printed. Soon the computer starts printing the cards. As if by "magic" your AUTHOR cards appear, properly formatted, and even in order. The computer continues to whir... Soon the TITLE cards start printing followed by the SUBJECT cards. The cards are in order, too. [NOTE: What to do if the printer jams ... a likely occurance. As the cards are printing you may press the <ESC> key to stop the printer at the next card. After the printer stops, you will be placed back at the "alignment sample" question. Realign the cards as necessary, then continue printing where you left off. Also, you will be asked if you wish to terminate printing at this point. A <N> answer will continue printing while a <Y> answer will send you imme- diately back to the PRINT CATALOG CARDS MENU.] page 20 When the last cards are completed, the computer asks if you wish to delete the "Cards-to-be- printed" LIST. This ominous question (that threatens to destroy data) really just wants to be sure you are finished printing all the cards for these books before CASSY starts a new list. If you have printed the "test run" on paper, you will definitely need to answer <Y> so that you can re-print the cards on card stock. On the other hand, the cards printed on the card stock are probably fine. We have printed each of the card types (AUTHOR, TITLE, and SUBJECT). [If you wish to print SHELF cards, answer <Y>, and select <4> at the PRINT CATALOG CARDS MENU. The operation will be about the same as printing the other cards except the SHELF cards will be printed in shelf order.] Unless we want to print another set of these cards, just answer <N> to the question, and the list will be deleted. We will then be back at the PRINT CATALOG CARDS MENU. Press <9> to return to the ACTIVITIES MENU. A quick look at the Accession list comes via pressing "6 - Print Accession List" at the ACTIVITIES MENU. Again, we will need to select the Books or audiovisual listing. Pick <1> for the Books list. Also, at this point, you will want to change the card stock in the printer back to standard fan-fold paper. Your printer instruction book will give details. Once in the Accession List program segment, you will be presented with two blanks to enter be- ginning and ending accession numbers, the range to be listed. Since our list is quite small, we will list the complete group. Simply press <ENTER> at each blank to take the default mini- mum and maximum numbers. The printer will start printing the accession list. You will see each page 21 book with its accession information printed in an orderly format along with the remarks. Note also that the system date is printed allowing us to keep track of current versus obsolete acces- sion lists. Once the list is complete, we are returned to the ACTIVITIES MENU. Let's look now at a Shelf List. Pressing "7 - Print Shelf List", selecting Books <1> listing, you will see a screen similar to the Accession List screen asking for a beginning and an ending Classification Number. Again, since our list is small, press <ENTER> at each blank to accept the minimum and maximum range. This will then print the complete Shelf List. You will see each book stored previously, listed in shelf order. Do you suppose we may eventually be able to discard the SHELF cards? Well, that about wraps up our our initial tour of CASSY. We have totally ignored the Audio- visual sections of CASSY. They work very simi- larly, however. We have breezed by many of the detailed features. You will want to read the OPERATING CASSY section of this manual for more explanation of these capabilities. If some of this "tour" (most of this tour?) seemed over your head, don't worry. A bit of practice and you will be flying around in CASSY as though it were as simple as a dictionary, because it really is! Remember, you are at the ACTIVITIES MENU, you may now turn off the computer, or you may do some other activity by exiting to DOS, or you may want to go back into a section of CASSY. Carry on ... page 22 OPERATING CASSY This section of the manual will describe each ACTIVITY in the CASSY system in thorough detail. It is intended to be used as a reference though an initial reading is advised. The section starts with a fews notes on the CASSY editing mechanics. Next, description of the use of the ACTIVITIES MENU. It then describes each ACTIVITIES MENU activity in menu order. The description starts with an overview then proceeds to Sub-Menu Activities, and finally to entry field descriptions. A WORD ABOUT EDITING: All of the CASSY program fields use a simple, yet powerful field editing approach briefly described as follows: Simply enter the desired data one character at a time using the <Shift> key to generate upper case characters. The <Caps Lock> key may also be used, but CASSY will automatically force the critical fields into upper-case as needed. If an error is noted in the same field where the cursor is located, using the <Right Arrow>, <Left Arrow>, or <Backspace> key will position the cursor over the incorrect character. Enter the correct character, then continue entering the rest of the field. If the rest of the let- ters are correct, simply pressing the forward arrow repeatedly will advance the cursor over the correct letters until the end of the line is reached. Then press the <ENTER> key to advance to the next field. page 23 Should the entry of a field fill the allotted space for that entry, the cursor will automa- tically advance to the next field. If the cur- sor enters a field where the data is already correct, pressing the <ENTER> key will accept the data and advance the cursor to the next field. Sometimes a field needs to have completely new data entered into it. Simply start typing over the existing data with the new data. Once the new item is complete, press the <ENTER> key, the cursor will advance to the next field clearing off the end any extraneous information that may have been left from the previous entry. At any point you may advance to the OPTIONS selection by pressing the <ESC> key. Be certain the cursor is at the beginning of a field, else the field may end up with partial information. If you need to back up to a previous field, you must advance first to the OPTIONS selection, chose Option <R> for "review". This places the cursor at the start of the data entry fields. Then you may step through (using the <ENTER> key) to the field needing correction. Sometimes you may need to "blank out" a field which has data in it. This is easily accomp- lised by entering a space in the first position of the field, then pressing the <ENTER> key. The rest of the field will blank out. page 24 The ACTIVITIES MENU After the initial CASSY sign-on screen, the pro- gram progresses to the ACTIVITIES MENU. It is from this location that all CASSY processing starts and returns. The CASSY procedure can be visualized as an inverted "tree." The ACTIVITIES MENU is the "trunk" while the ACTIVITIES shown on the ACTIVITIES MENU can be thought of as the "main branches" which take us to Sub-Menus. The ACTIVITIES listed in the Sub- Menus represent smaller "branches" off the "main branches." The CASSY procedure flows from the trunk (ACTIVITIES MENU) to the main branches (Sub- Menus), then down to the smaller branches (Sub- Menu Activities). From a smaller branch (Sub- Menu Activity), you must return to the main branch (Sub-Menu) before selecting another smaller branch (Sub-Menu Activity) or before returning to the trunk (ACTIVITIES MENU). The ACTIVITIES MENU is a list of ACTIVITIES from which you choose the program section to work on. The choice is made by entering the activity number at the SELECTION line near the bottom of the screen. You need only press the desired digit key as CASSY will immediately load the requested program segment. The various activ- ities are described in detail in the following pages and are arranged in ACTIVITIES MENU order. Before going to the detailed ACTIVITY descrip- tions, it is important to be reminded: NEVER TURN OFF THE COMPUTER UNTIL YOU HAVE RETURNED TO THE ACTIVITIES MENU or to DOS! The reason for this precaution is that CASSY uses the computer's memory to temporarily store permanent information. Until you have returned to the ACTIVITIES MENU, we can never be assured page 25 that the information has been permanently stored on the disk. 1. Enter New Book Information This ACTIVITY is the equivalent of "acces- sioning" a book and preparing a "work slip.". The information will be entered and stored perm- anently on the computer's floppy or fixed disk. Selecting <1> from the ACTIVITIES MENU, you will see the "blank" New book entry screen. Notice that the "next" accession number automatically appears in the upper left of your screen. Also, the current (computer) date appears at the upper right of the screen. The cursor is located at the date "field." As we are ready now to enter data let's discuss each entry: ACCESSION DATE: This entry is simply the date of the book's accession. CASSY defaults to the computer's date entered at the time the com- puter was turned on. Enter the one or two month numbers (1-12 for January through December) followed by two day numbers (01-31, leading zero is necessary) followed by the two year numbers (85 for 1985.) Invalid dates will not be accepted. If the date in the field is already correct, simply press the <ENTER> key. and the date will be ac- cepted as though you had entered it. AUTHOR: The author entry is typed last name first, followed by a comma, a space, and the author's first name or intial and middle name or intial. Enter both upper- and lower- case letters as is standard practice. Once the entry is complete, press the <ENTER> key. Sometimes, the field size may be too small or even just right. As the last character in the field is entered, the cursor will advance on to the next field without pressing the page 26 <ENTER> key. This feature may be a bit annoying at first, but soon you will adjust to it and be thankful for the reduced number of keystrokes required. TITLE: This field is the book's title as it will appear on the catalog cards. The field may be entered in both upper- and lower-case letters. Library practice calls for capital- ization of only the first letter of the first word and the first letter of any proper name in a title. Enter the title's leading article (A, An, The) as normal. Do not enter the ending period as you would normally do on a catalog card. (The computer does that when it prints the cards.) Once the title has been entered, press the <ENTER> key. The cursor will advance to the Publisher field. PUBLISHER: This field is simply the name of the publisher. The same entry features apply as above. Abbreviate if necessary. COPYRIGHT: This field accepts the copyright year information formatted as follows: "c1983" for a copyright in 1983. This format is the standard used on catalog cards. Uncopy- righted books with known publishing dates use the date only as in "1890". Unknown dates are entered as "n.d.". It is NOT necessary to enter the trailing period (.) except with the "n.d." entry. This will automatically be entered by the computer at printing time. SOURCE: This information is only contained on the accession list. It describes where the book came from. Examples might be "gift" or "memorial". You may also choose to use the name of the store where the book was purchased such as "Bapt. Book". COST: Here again is accession-only information. Enter the book's cost in dollars followed by the decimal then the cents. This field some- times seems a bit offset, however, after you have pressed the <ENTER> key, The computer will re-format the field. Verify that you page 27 have entered the cost correctly. REMARKS: Again, an accession-only field. This entry provides for other information that you may want to place on the Accession listing. Upper- and lower-case letters may be used. Press <ENTER> when the field entry is complete. TITLE CARD: This field allows a single char- acter entry of <Y> or <N> (for Yes or No) to designate whether or not you want a title card printed. Normally, title cards will be printed so CASSY defaults to <Y>. CLASSIFICATION NUMBER: Using the standard Dewey decimal system, enter the classification number. To isolate sections, the numbers may have letters such as a "J" preceding the classification number designating books for ages 8 to 11. The "F" fiction designation is entered in this field. Several other desig- nations are acceptable. See Broadman's "How to Process Media" for more information. Press <ENTER> when complete. CALL LETTERS: A handy feature of CASSY occurs in this field. In most cases, the first three letters of the author's last name become the call letters. CASSY automatically inserts them for you at the Author field entry allowing you to "step-through" the field without re-entering the letters. If the Call Letters are different, you may, of course, overwrite what CASSY has auto- matically entered. Individual biographies would not use the Author's name letters. SUBJECT 1 - 5: In these fields you may enter up to five subject headings. As is standard practice, subject headings are printed in upper-case only, therefore, CASSY automa- tically sets the entry characters to upper- case. Press <ENTER> when the heading is com- plete. You will advance to the next subject field. When the last subject has been entered, press <ENTER> through the blank page 28 subject fields, or press the <ESC> key. In either case you will be advanced to the OPTIONS selection. OPTIONS: Here the data entries for a single book are complete. Look carefully over the data on the screen as what is shown is what is stored. ("What you see is what you get.") You may now select what to do with the data. Pressing a single letter (not followed by the <ENTER> key) will do what is described below. A simplified options menu is displayed across the bottom of the screen to remind you of the choices. They are as follows: S - Save and Print - This selection will save the data permanently to one or more files on your computer's floppy or fixed disk. This OPTION also maintains a "list" that can print a batch of catalog cards from the information. N - Save and Not Print - The data is saved in the necessary computer files, but will not print catalog cards for this entry. R - Review - This entry does not store any information, but rather, allows you back onto the entry screen to correct some incorrectly entered data. As the cursor enters a correct field, simply pressing the <ENTER> key will step you through the field without having to re-enter the data. Only the field that needs changing must be re-entered. Once the neces- sary field has been altered, press the <ENTER> key to go to the next field, then press the <ESC> key to advance immediately to the OPTIONS selection. E - Exit to menu - Once all the entries have been made and saved, you will use this option to go back to the ACTIVITIES MENU. Always finish the entry of a batch of book data with this selection. Note that you must SAVE the current screen's book data before using the "E" option. Otherwise, the data will NOT be page 29 saved. Likewise, you may use this option to ignore the "just entered" data. Remember, ALWAYS return to the ACTIVITIES MENU before turning off the computer! 2. Alter or Delete Book Information Choosing this ACTIVITY from the ACTIVITIES MENU, you may alter a book's information, store it, and optionally re-print catalog cards. After arriving in this ACTIVITY, a screen will be displayed requesting the book's Accession Num- ber. Enter the Number and press <ENTER>. If the Accession Number is not found, a message will advise you. Then press <ENTER> to return to the Accession Number entry field. If a matching Accession Number is found, the entry screen with the data will be displayed. At this point, several "Preview" options exist: A - Alter: Press the <A> key if you choose to change any of the information on the screen. The fields are labeled and entered exactly as above, so we will not repeat the discussion. Remember to <ENTER>-step through the correct fields re-entering only the changed ones. You may also use the <ESC> key to skip immed- iately down to the Options selection. You will note that the Options selections are slightly different than described above. The "Delete" Option has been added. Using this key will allow you to delete a book from the files. All other options will function as described in the previous section. You may safely "Save/print" a book more than once since the printing process will only print one set of cards per book per batch. [Conversely, if you need more than one set of cards per book, you may enter this Alter page 30 section, "save/print" the desired books, then print the batch of cards. Then do not erase the "list of cards to be printed" (see more on this below), and re-print as many times as desired.] Selecting any of the Options (except "R - review") will return to the "Preview" options. Perhaps we should note here that it is not possible to directly alter the Accession Number in this section. Please refer to the QUESTIONS and ANSWERS section of this manual for a description of that procedure. <Page-Up> - Pressing the <Page-Up> will display the next book in file which is in Accession Number order. You then have the options of Altering the information, proceeding on, or exiting to the Call Number entry screen. When the end of the list is reached, a mes- sage indicating "no more items in the file" will be briefly displayed before returning to the Accession Number entry screen. <Page-Down> - Pressing the <Page-Down> will display the previous book item in file which is in Accession Number order. You then have the options of Altering the information, pro- ceeding backward, or exiting to the Accession Number entry screen. When the start of the file is reached, a message indicating "no previous items in the file" will be briefly displayed before returning to the Accession Number entry screen. E - Exit to Accession Number entry screen. When you have completed "Previewing" the informa- tion, pressing <E> will place you back at the Accession Number entry screen where you may enter another Number to view or you may return to the ACTIVITIES MENU. Using this ACTIVITY, you may alter as many books as you like. To return to the ACTIVITIES MENU, page 31 press the <ESC> key. Never turn off the com- puter before returning first to the ACTIVITIES MENU. 3. Enter New Audiovisual Information This ACTIVITY is the similar to accessioning a book, only this time we are accessioning an Audiovisual item. The information will be entered and stored permanently on the computer's floppy or fixed disk. Selecting "3" from the ACTIVITIES MENU, you will see the audiovisual item entry screen. You will notice first that the screen looks similar to the Book Information entry screen. As you would expect, the screen entry and editing process will also be the same. Let's look at each item on the screen and dis- cuss its function plus entry information: CALL NUMBER: Audiovisual items use the call number as the accession number. The number is made up of 2 - 4 alpha characters followed by a number. The characters, known as the media designator, are upper-case alphabetic characters that define the media type. Com- mon designations include: AC - Audio cassette FS - Filmstrip SL - Photograhic slide VC - Video cassette For further information on choosing the media designators, see Broadman's "How to Process Media". The second part of the Call Number is a number between 1 and 999 that is the unique accession number for the audiovisual item. The librarian usually assigns this number in page 32 ascending order by types as the audiovisual items are accessioned. For example: FS1 AC15 ACFS4 FS2 AC16 ACFS5 Unlike the Book entry section, the Accession- /Call Number is NOT automatically assigned nor incremented by CASSY. It is the libra- rian's responsiblity to keep track of the "next" number. CASSY will, however, protect against creating a duplicate number. You can, of course, refer to the Accession List to obtain the last used number. PURCHASE DATE: This item is a 6-digit entry in the MMDDYY format. The date is automatically set to the computer's date as you begin. You may, however, alter it as necessary. This date may be treated as a purchase date (help- ful for warranty service) or as the accession date. TITLE: This item is a 55-character field to contain the audiovisual item's Title. As is standard practice, the Title is entered in upper- and lower-case letters capitalizing only the first word of the Title and any proper names. Leading articles (A,An,The) should be included. CASSY will correctly ignore them when sorting the card printing order. ARTIST/COMPOSER/PERFORMER: This field corres- ponds to the book's Author field. Many audiovisual items do not have an individual of "primary responsibility", and in these cases, the field may be left blank. However, many times the item should be accessible in the card catalog by the Artist's name. Thus an entry in this field will allow an Author- like card to be printed. The information should be entered in order of last name, comma, space, first name or initial, space, middle name or initial. Use upper- and lower-case letters as you would with a book's Author. page 33 PRODUCER: This item is 15 characters and may be entered as upper- or lower-case letters. It is the name of the production, distribution, or publishing company. COPYRIGHT DATE: This field is similar to the copyright year of a book. Enter the leading "c" followed by the year as in "c1985". Some items (phonodisks) indicate the year with a "p" such as "p1973". In this case, use the "p" instead. As with books, an unknown date is entered as "n.d." COST: This is a numeric entry of the audio- visual item's cost. It is a "dollars.cents" formatted entry as "13.98" or "5.00". After the information has been typed in, press <ENTER>. CASSY will re-format the entry. AGE DESIGNATION: This field is a 6-character alpha-numeric entry that describes the audio- visual item's intended audience. Some typical uses could be: 12-up Adult Be consistent with the terms used. Keep a list of your choices for future reference. TECHNICAL DESCRIPTION: This entry gives a phys- ical description of the audiovisual item. The length of play, size, speed and other such information should be noted. Also, associated manuals and other support items should be noted. Examples: A filmstrip with a manual and a cassette: 54 frm.,man.,cass.(FS12) An audio recording on disk: 12",2sd.,33-1/3rpm,stereo Do not enter the ending period as CASSY will automatically add it as it prints the cards. SUBJECT 1-5: These five fields are 40-char- acter fields of upper-case alpha-numerics. Enter up to five subject headings. It is important to maintain the same subject heading consistency in audiovisual items as you would in your books. So refer to your page 34 "Sears List of Subject Headings" or other sub- ject authority. CASSY automatically sets the entry characters to upper-case. Press <ENTER> when the entry is complete. You will advance to the next subject field. When the last subject has been entered, press <ENTER> through the blank subject fields, or press the <ESC> key. In either case you will be advanced to the OPTIONS selection. OPTIONS: At this point, the data entries for a single audiovisual item are complete. Carefully look over the data on the screen as what is shown is what is stored. ("What you see is what you get.") You may now select what you wish to do with the data. Pressing a single letter (not followed by the <ENTER> key) will do what is described below. A simplified options menu is displayed across the bottom of the screen to remind you of the choices. They are as follows: S - Save and Print - This selection will save the data permanently to one or more files on your computer's floppy or fixed disk. This OPTION also maintains a "list" that can print a batch of catalog cards from the infor- mation. N - Save and Not Print - The data is saved in the necessary computer files, but will not print catalog cards for this entry. R - Review - This entry does not store any information, but rather, allows you back onto the entry screen to correct some incorrectly entered data. As the cursor enters a correct field, simply pressing the <ENTER> key will step you through the field without having to re-enter the data. Only the field that needs changing need be re-entered. Once the necessary field has been altered, press the <ENTER> key to go to the next field, then press the <ESC> key to advance immediately to the OPTIONS selection. E - Exit to menu - Once all the entries have page 35 been made and saved, you will use this option to go back to the ACTIVITIES MENU. Always finish the entry of a batch of items with this selection. Note that you MUST SAVE the current screen's item data before using the "E" option. Otherwise, the data will NOT be saved. Likewise, you may use this option to ignore the "just entered" data. Remember, ALWAYS return to the ACTIVITIES MENU before turning off the computer! page 36 4. Alter or Delete Audiovisual Information Selecting this ACTIVITY from the ACTIVITIES MENU, you may alter existing audiovisual infor- mation with corrected information, store it back to the permanent storage, and optionally print or re-print catalog cards. After arriving in this ACTIVITY, a screen will be displayed re- questing the audiovisual item's Call Number. Enter the alphanumeric Call Number and press the <ENTER> key (unless it fills the entry field, at which time the system will automatically begin its search.) After a brief search, CASSY will display the audiovisual item's data on an entry screen identical to the one described in the "Enter New Audiovisual Information" section above. If, however, the Call Number is not found in the file, a message will advise you. Then press <ENTER> to return to the Call Number entry field. If a matching Call Number is found, the entry screen with the data will be displayed. At this point, several "Preview" options exist: A - Alter: Press the <A> key if you choose to change any of the information on the screen. The fields are labeled and entered exactly as above, so we will not repeat the discussion. (This time, however, you will not be able to access the Call Number field.) Remember to <ENTER>-step through the correct fields re-entering only the changed ones. You may also use the <ESC> key to skip imme- diately down to the Options selection. You will note that the Options selections are slightly different than described above. The "Delete" Option has been added. Using this key will allow you to delete an audiovisual item from the files. All other options will function as described in the previous sec- tion. page 37 You may safely "Save/print" an audiovisual item more than once since the printing pro- cess will only print one set of cards per item per batch. [Conversely, if you need more than one set of cards per item, you may enter this Alter section, "save-to-print" the desired items, then print the batch of cards. Then do not erase the "list of cards to be printed" (see more on this below), and re-print as many times as desired.] As with the book alter section, changing a Call Number is possible (though tedious). See the QUESTIONS AND ANSWERS section of this manual for details. Selecting any of the Options (except "R - review") will return to the "Preview" options. <Page-Up> - Pressing the <Page-Up> will display the next audiovisual item in file which is in Call Number order. You then have the options of Altering the information, proceeding on, or exiting to the Call Number entry screen. When the end of the list is reached, a mes- sage indicating "no more items in the file" will be briefly displayed before returning to the Call Number entry screen. <Page-Down> - Pressing the <Page-Down> will display the previous audiovisual item in file which is in Call Number order. You then have the options of Altering the information, proceeding backward, or exiting to the Call Number entry screen. When the start of the file is reached, a message indicating "no previous items in the file" will be briefly displayed before returning to the Call Number entry screen. E - Exit to Call Number entry screen. When you have completed "Previewing" the information, pressing <E> will place you back at the Call Number entry screen where you may enter page 38 another Number to preview or you may return to the ACTIVITIES MENU. Using this ACTIVITY, you may alter as many audiovisual items as you like. To return to the ACTIVITIES MENU, press the <ESC> key. Never turn off the computer before first returning to the ACTIVITIES MENU. 5. Print Catalog Cards After a batch of items has been entered into the computer,and, assuming you have saved them with the option to print catalog cards, you will use ACTIVITIES MENU selection <5> to actually print the cards. Note that the information may have been entered at various times, but will all print out at the same time. After entering this program segement, we will see a short menu that allows us to define whether the cards to printed will be Books cards or Audiovisual cards. Select your choice by typing a <1> or <2>. Both types will not be printed in one run. After entering the Print Catalog Cards (Books) section, you will have another menu. The choices are given as follows: 1. Print all Card Types - This selection will print each card type [Author, Title, and Subject] in type order, one group after the other. You may pause between each type to change cards. 2. Print Author Cards - This selection prints the Author cards only. 3. Print Title Cards - This selection prints Title cards only. 4. Print Subject Cards - This selection prints Subject cards only. page 39 5. Print Shelf Cards - This selection prints Shelf cards only. 6. Erase "Book Cards to be Printed" List - Each time you finish printing a batch of cards, CASSY will automatically give you the option of keeping the list or erasing it. There may occassionally be a need to erase this list without printing cards. Hence, the Erase "List" option. This feature is not often used, so if you do not see its func- tion at first, don't worry, it will be here when you need it. E. Return to ACTIVITIES MENU - This simply takes us back to the ACTIVITIES MENU. +------------------------------------------+ The instructions given here will be the same for the audiovisual cards with the exception that audiovisual cards will not print SHELF cards. The TITLE card is the Main Entry card for audiovisual items. Thus the Subject Headings and tracings will appear on the TITLE card. The "cards to be printed" list for Books and Audio- visual's are different, so activities done with one list will not affect the other. The menu selection numbers are different than the ones in the audiovisual section. +------------------------------------------+ By selecting 1-5 in this sub menu, you will be asked if you wish to print an alignment sample. By this time you need to have loaded you printer with pin-feed catalog card stock. Adjust the position of the card stock in the printer to the approximate printing position. Answer <Y> to the alignment question, and CASSY will print an asterisk (*) in each corner of the card. Adjust the card stock in the printer so that the next alignment sample will be correct. Answer <Y> again, repeating the alignment print and printer adjustment until the asterisks line up exactly page 40 in each corner. Once you are satisfied, press <N> to start the printing procedure. Typing <ESC> will allow you to escape at this point also. The printing procedure starts by building sev- eral indexes, then printing, building more indexes, erasing old indexes, and repeating a fairly laborious process (better the computer than the librarian.) All this, CASSY does auto- matically, though an occassional informational message will be displayed on the screen. You may want to stay close by the printer as card stock is notorious for jamming printers. During the printing process, you may need to stop the printing. Typical reasons may include running out of cards, printer jamming, ribbon replacement or whatever. To stop the printing in "midstream" simply press the <ESC> key. The printer will complete the card it is working on, return you to the "alignment sample" question (allowing you to realign the card stock). Once you have answered <N> to the alignment sample question, you will be asked if you wish to continue printing where you left off. If you answer "No", you will be returned to the ACTIVITIES MENU. Answering "Yes" will start the printing again. [Note: If your printer or com- puter is set up with a "spooler" or "buffer", the printer will not stop immediately, but will wait until the buffer is empty. Also, some computers use different keyboard techniques that may require that the <ESC> be pressed repeat- edly, instead of just once. Experimentation may be necessary.] When the printing process is complete, CASSY will ask you if you wish to erase the "Cards to be Printed" List. This list is maintained as you enter, alter, and save-to-print book or audiovisual information. Once the printing is page 41 complete, however, you will want to keep the "list". Since we may print only one type of cards at a time, and we may print them in any order, CASSY will not know when we are through printing. Hence, you are asked if you wish to delete the "list". Answering <Y> will save the list for future printing or re-printing. [Note that additional book or audiovisual information saved-to-print will simply be added to the list. You will have to re-print the "old" cards to get the new ones.] Answering <N> will delete the "list" so the new entries will start with a "clean" slate. After you have answered the "delete" question, you will be returned to the PRINT CATALOG CARDS MENU. Having completed OPTION 1, you will also have a set of cards printed in three groups. (They are not separated, so you will have to determine where the groupings change.) The "blocks" are in this order: AUTHOR cards, TITLE cards, then SUBJECT cards. The cards are alphabetized (except Shelf list cards which are in "shelf" order). Note that leading A's, An's and The's are ignored. There are a number of exceptions to simple computer alphabetization (abbreviations and numbers, for example, can really confuse a computer) so be certain that CASSY's alphabetization is double- checked. Also CASSY does not alphabetize sev- eral titles under one subject heading or author name. (Hey, your typewriter doesn't even attempt to alphabetize. You want to go back to it?) Most libraries mix the AUTHOR, TITLE, and SUBJECT cards into one card catalog. Even though CASSY must separate the cards, you should file them mixed if your card catalog is arranged that way. It is not necessary to switch to three card catalogs because of computer page 42 limitations. Pressing "E - Return to ACTIVITIES MENU" will do just that. Remember to return to the ACTIVITIES MENU before turning the computer off. 6. Print Accession Listing Selection "6" prints a complete or partial accession list in accession number order. It is printed on standard 8-1/2" x 11" computer paper which will need to be loaded into the printer. After selecting <6> you will be asked to select whether the Accession listing is for Books or for Audiovisuals. Press the number for your choice. Next, you will be asked to enter a "starting" number for the listing. You will also be asked to enter an "ending" number. The listing will print all of the accession entries between and including the "starting" and "ending" numbers. You may press <ENTER> at the "starting" field to start at the first. Like- wise, press <ENTER> at the "ending" number to print to the end. A heading will be printed on each page giving the date, so later it will be easy to determine how current the list is. As with the CARD printing section, CASSY will allow you to pause the printer before the pro- cess is completed. Simply press the <ESC> key. The printer will PAUSE and ask if you wish to continue printing, or return to the ACTIVITIES MENU. Answer <Y> or <N> as desired. At the completion of printing the accession list, CASSY will print a line showing the total number of items on the list, along with the total value (sum of the COSTS) of the items on the list. This is valuable information for page 43 inventory and insurance purposes. Once the printing is complete, you will be returned to the ACTIVITIES MENU. 7. Print Shelf Listing ACTIVITY "7" prints a complete or partial shelf list in shelf order. The Shelf List will include only books since the audiovisual Acces- sion List is also the audiovisual Shelf List. It is printed on standard 8-1/2" x 11" computer paper which will need to be loaded into the printer. After selecting <7> you will be asked to enter a "starting" Classification number for the listing. You will also be asked to enter an "ending" number. The listing will print all of the books between and including the "starting" and "ending" numbers. You may press <ENTER> at the "starting" field to start at the first. Likewise, press <ENTER> at the "ending" number to to print to the end. A heading will be printed on each page giving the date, so it will be easy to later determine how current the list is. As with the Accession Listing, CASSY will allow you to pause the printer before the process is completed. Simply press the <ESC> key. The printer will PAUSE and ask if you wish to con- tinue printing, or return to then ACTIVITIES MENU. Answer <Y> or <N> as desired. At the completion of the Shelf List, a line showing the total number of books on the list will be printed. Once the printing is complete, you will be returned to the ACTIVITIES MENU. page 44 8. Alter Accession Number Sequence We have already used this procedure during installation, and may never need to use it again. However, sometimes, the sequence of accession numbers needs to be altered for some reason. Press <8> at the ACTIVITIES MENU and soon the "change" message will be displayed. You may enter a new number, or press <ENTER> to retain the old one. Remember, leading zeros are not necessary. Once you change a number, CASSY will not revert back to the old number, but, rather, start incrementing at the value of your entry. This could possibly lead to overlapping accession numbers, but CASSY will stop you with a "DUPLICATE" message and not allow the duplicate accession number to be stored. Note: CASSY has no provision for automatically incrementing the audiovisual Call Numbers, so changes in this section will only affect the books Accession Number. 9. Rebuild Indexes This Utility allows us to "recover" as much as possible if there has been an inadvertant com- puter turn-off at some place other than the ACTIVITIES MENU. This can occur during even a brief power failure or can occur when the oper- ator turned off the computer before returning to the ACTIVITIES MENU. The information stored temporarily in the computer's memory is lost before it had a chance to be stored permanently on disk or diskette. This procedure can save part (sometimes all) of the new information that was being processed at page 45 the time of the power failure. Rest assured, ALL of the information that had already been stored permanently will still be there (barring any catastrophic failures.) Only the newly entered information may be in jeopordy. Well, enough computer talk... Press <9> and wait. The computer will do all the work, briefly telling you via screen messages what is happening. When the Indexes are complete, you will be returned to the ACTIVITIES MENU. If you know that you have experienced a power failure, please proceed to this ACTIVITY before entering or altering more information. You may wish to wait until the storm is over and the power has stabalized. Using this utility cannot hurt even if nothing was lost. E. Exit to DOS You must ALWAYS come back to the ACTIVITIES MENU before turning your computer off. Should you wish to exit CASSY to run another program, you will use <E> to place you back into the computer's operating system (DOS). When the <E> is entered, you will see once again the "A>". At this time you may remove the CASSY diskettes and store them safely away. (Fixed Disk users will see the "C>", and, obviously, will not remove the disk to be stored "safely away." page 46 QUESTIONS and ANSWERS The following items are information that may be helpful in case of problems or questions. This is far from an exhuastive list, so please write DIAKON for additional information. 1. How do I enter more than one author? You must have noticed that the CASSY book entry screen leaves room for only one author. Indeed, that is true, so we have chosen to stay with standard practice and enter only a single author. 2. I noticed that when I step-through the author field or enter author information, the call letters on the entry screen change. What if I don't want them to change? This "feature" of CASSY in a few cases can cause unwanted information to appear in the call letter field. We feel like the advan- tages out-weigh the disadvantages. Be con- cious that certain entries will need cor- recting from what CASSY automatically inserts. These will be biographies and books without authors. Just keeping this in mind will eliminate most of the problems. 3. I notice that frequently, you warn against turning off the computer at any point other than the ACTIVITIES MENU. So what about a power outage, or what if I forget? First, take precautions against power outages such as using a backup or uninterruptible power supply or not working during heavy thun- der storms. But still, that may be unreal- istic. It would be a wise idea to occas- sionally exit to the ACTIVITIES MENU several times during a massive entry session simply for the purpose of keeping the disk directory updated. In any case, an untimely power out page 47 can also cause problems down the road as new data could possibly overwrite existing data. Use "#9 - Rebuild Indexes" from the ACTIVITIES MENU. This ACTIVITY will rebuild the indexes to assure that the overwriting problems do not occur. 4. How many book entries can I store before I actually print cards? Technically, CASSY will keep track of an almost unlimited amount. Practically, you should try to print no more than 1000 cards at once as that is a standard package of pin-feed library cards. Even though it may be a temptation, especially when first setting up the system, to "put them all in", we suggest that you limit the batch to about 100 before printing. One of the early users, however, set up an entire personal library of over 1200 books before printing out the cards. Her complaint was having to stay near the computer for hours as it printed cards. CASSY didn't care, though. 5. You mentioned earlier that I could make some BLANK-SCREEN WORK SLIPS...what are they, and how do I make them? Work slips are used by the librarian to collect all of the information together for the accessioning of a book or media item. Wouldn't it be nice to have a "blank screen" on paper to "fill in the blanks" as you are cataloging and selecting subject headings? Well, you can. Just call up a blank entry screen, and press the <Shift> and <Prt Sc> keys at the same time so that the screen is "dumped" to the printer. Copy this print-out several times and use it guide you as you look-up and fill in information. 6. What if I made a mistake and need to change an Accession or Call Number? page 48 First you will need to delete the book or audiovisual item with the incorrect number. Use the "2 or 4 - Alter and Delete" procedure from the ACTIVITIES MENU. After you have the information on the screen, you might like to make a printed "screen dump" of the infor- mation by pressing the <Shift> key and the <PRT SC> key at the same time. Be sure the printer is on. The screen will be printed on the printer so that you have the data handy for re-entry. [A few printers will not work properly in a screen dump, so you might have to resort to writing the information down.] Now return to the ACTIVITIES MENU, and if you are changing a book, select "8 - Alter Acces- sion Number Sequence". Write down the current "next" accession number to re-enter later. Enter as the new Accession Number , the desired number for the book you are cor- recting. If an audiovisual item is to be changed, skip the #8 excersize. Go back to the ACTIVITIES MENU selecting "1 - Enter New Book Information" or "3 - Enter New Audiovisual Information". The information may now be re- entered referring to the printed screen dump as most of it should be correct. On audio- visual item changes, enter the correct Call Number. Store the information using the <S> or <N> options. The Accession or Call Number is now correct on the entry. Remember too, go back and set the Accession Number to the previous sequence. 7. I noticed that if I make an extra SUBJECT HEADING entry, save it, then try to delete it, it always comes back. How can I get rid of it once and for all? Unfortunately CASSY does not delete the SUBJECT HEADING by merely "blanking" the line. The only procedure that will clear it permanently is to use the delete and re-enter procedure as described in question #6 above. page 49 The second time you enter the information, of course, you will leave the extra SUBJECT HEADING off. 8. If I have multiple copies of one book, is there a way to have all the Accession Numbers print on the main entry card. CASSY is not able to keep track of multiple copies of an item, at least not able to tie them together. You will want to add the multiple items' Accession or Call Numbers to the main entry cards with a typewriter. 9. Does CASSY have a way to make a "series" title card for audiovisual items. Technically, no, CASSY does not support a cross-referencing "series" card. However, we do have a way to work around this limitation. First, print your normal sets of cards plus an additional set of TITLE cards for each item in the series. Take each of the extra TITLE cards and type the series title above the item title. File these in your catalog as though the series title were the card's title. Note at the bottom of each real TITLE (Main Entry) card that you have a "series" card also. 10. When I first start running CASSY I get the message "not enough memory". What do I do about that? CASSY must have 256K of memory to run in. Many models of personal computers require an additional expansion card to reach that level of memory. Unfortunately, there is no solution other than the hardware additions. 11. My screen suddenly read "IOerror 243" (or IOerror F3) just after I got ready to enter some new books. Why? This is an indication that you may not have properly installed the CONFIG.SYS file or that you turned on the computer with another page 50 diskette other then the CASSY diskette. Either check the installation of CONFIG.SYS, or re-boot the computer using the "installed" CASSY diskette. 12. I was working along, adding some books to the list and a message popped up telling me my diskette was full. What now? OK, then, you have filled up the diskettes with information. You will need to start a new set. Keep the two diskettes you were working on. You may continue to use them for listings and cards, but you will not be able to add items to them unless you delete some old items. To continue adding more items you will need to create a new set of working diskettes as described in Appendix A. 13. What if I am working away and suddenly I see some crazy numbers and a message that says "Program aborted"? I sincerely hope this never happens as it indicates a programming error. Please take the time to write down the numbers and the conditions such as what ACTIVITY you were in the process of doing and any out-of-the- ordinary keystrokes you may have made. Then write DIAKON as soon as possible so we can solve the problem. 14. Okay, I've put all this information about thousands of books on my disk. Now I'm ready to move up to something larger, maybe with circulation and on-line card catalog. Can I move this information over to another system without re-entering it all? Good question! It would be sad to not have the capability of "upgrading" your CASSY data. The answer is YES, you can. Please write DIAKON Systems and we will send you the current upgrade information. page 51 APPENDIX A - Installing CASSY We must "install" CASSY to suit your particular computer system before we do anything else. We must copy the program files from the distri- bution diskette (the one from with all the CASSY files) to the actual "working" diskettes or disk. DUAL - FLOPPY SYSTEM If you have a dual-floppy diskette system con- figure your CASSY working diskettes as follows: 1. Create the Program working diskette and Data working diskette using the following procedure: A. Turn on your computer with the DOS diskette in the A drive. (The DOS diskette is the provided for you by the computer manufacturer.) B. Place a new diskette into drive B and type the following command at the "A>": FORMAT B:/S <ENTER> ^--- This means Press the "Enter", or "Return". Do not type "ENTER". This action will format the diskette in drive B, placing the DOS files onto this diskette. [Answer "no" to the question "Format another diskette? (Y/N)..."] This diskette will become the PROGRAM diskette. This diskette should be labeled "CASSY PROGRAM DISKETTE". C. Remove the PROGRAM diskette from drive B (be sure you label it) and place another new diskette into drive B. We are about to create the DATA diskette. Type following command at the "A>" : FORMAT B: <enter> The formatting done, remove the DATA diskette from drive B and label it as page 52 "CASSY DATA DISKETTE". D. Remove the DOS diskette from drive A and place the CASSY distribution diskette into drive A. Place the CASSY PROGRAM diskette into drive B. Now at the "A>" type the command line: FLPYINST <Press ENTER key> Part way throught the process, you will be prompted to fill in some blanks about your library's name and location, whether you are using a COLOR monitor, and which drive your information files will be stored on. Follow the screen instructions, filling in the blanks appropriately. Since you are using a dual-floppy diskette system, answer "B" to the data drive question. When the information is correct, press <S> to save the information onto your PROGRAM diskette. It is necessary for you to have "Saved" the information before CASSY will operate. E. As the Installation progresses, you will be asked to remove the PROGRAM diskette from drive B and place the previously created CASSY DATA DISKETTE back into drive B. The DATA diskette MUST be in drive B before proceeding. F. Next you will be asked if you wish to create New Information files on the DATA diskette. Since we have no previous data on the diskette answer "Y" to the question of "create new..." An ominous warning will appear asking if you are sure you don't mind destroying old data. Since there is no old data to destroy, fearlessly answer "Y". Soon a message will appear saying that the files have been successfully created. G. The Installation is complete! The working diskettes have been created, and we are ready to run. Store the CASSY distribution diskette safely away. Then, as the screen message suggests, place the PROGRAM disk- page 53 ette in to drive A. Turn off the computer, wait a few seconds and turn the computer back on. This assures that the computer is "re-booted", loading the critical CONFIG.SYS file. H. After entering the time and date, you will see the CASSY opening screen. After reading the opening message press <ENTER>, and the CASSY ACTIVITIES MENU will appear. You will want to stop at this point, go get a cup of coffee, and congratulate yourself on a completing a major computer instal- lation! You deserve it! The hardest part of CASSY is now over. The rest is fun. Refer back, now, to the section named GETTING STARTED for a "tutorial" on using CASSY. 2. Daily operation of CASSY will begin by turning on the computer with the CASSY PROGRAM DISKETTE in Drive A and the CASSY DATA DISKETTE in Drive B. After entering the correct date and time, CASSY will begin automatically. 3. Ending an CASSY session is accomplished by returning to the ACTIVITIES MENU and pressing "E" to exit to DOS. When the "A>" appears, you may turn off the computer, or run another program after removing the CASSY diskettes and storing them safely away. FIXED DISK SYSTEM If you have a fixed disk system, you will need to transfer the necessary files as described below. On most systems, the fixed disk is designated drive "C". For the sake of descrip- tion, we will stay with the "C" designation, but you may need to use a different drive designator such as "D" or "E". You, therefore, will need to substitute your fixed disk drive designator in place of "C" in the outline below. Also, you page 54 will need to change the drive designator in the command FIXDINST from "C:" to "D:" or "E:" as necessary. 1.A. Place the CASSY Distribution Diskette into drive A. Type: A: <ENTER> ^--- This means Press the "Enter", or "Return". Do not type "ENTER". At the "A>" type : FIXDINST C: <ENTER> B. As the Installation procedure progresses, you will be asked to enter several items: Institution name, a report subtitle, if you are using a COLOR monitor, and which drive your DATA will be on. Answer the questions as required, entering "C" for the DATA drive. Be sure to type "S" to save your entries, or else CASSY will not be able to run. C. Next you will be asked if you wish to create New Information files. Since we have no previous data on the disk answer "Y" to the question of "create new..." An ominous warning will appear asking if you are sure you don't mind destroying old data. Since there is no old data to des- troy, fearlessly answer "Y". Soon a mes- sage will appear saying that the files have been successfully created. D. If a message appears about a file named CONFIG.SYS, note carefully if it includes the line: FILES=20 The number may be greater than 20, but the line must appear in the CONFIG.SYS file for CASSY to run properly. If the line does not appear, you will need to add it with a text processor such as EDLIN. If you saw no CONFIG.SYS message, then CASSY page 55 added one to the fixed disk automatically. E. The Installation completes by copying the program files from the distribution disk- ette. Assuming CONFIG.SYS is in place, turn off the computer and turn it back on again. At the "C>" type: CASSY <ENTER> Soon you will see the CASSY opening screen. After reading the opening screen, press <ENTER>, and the CASSY ACTIVITIES MENU will appear. You will want to stop at this point, go get a cup of coffee, and congratulate yourself on a completing a major computer installation! You deserve it! The hardest part of CASSY is now over. The rest is fun. Refer back, now, to the section named GETTING STARTED for a "tutorial" on using CASSY. 2. Daily operation of CASSY will begin by turning on the computer, then at the "C>" typing CASSY and pressing <ENTER>. 3. Ending an CASSY session is accomplished by returning to the ACTIVITIES MENU and pressing "E" to exit to DOS. When the "C>" appears, you may turn off the computer, or run another program. page 56 APPENDIX B - Notes to Fixed Disk Users After a major session of DATA entry, you will need to BACKUP your files. Assuming the BACKUP.COM file is currently on your "C drive", with the cursor positioned at the "C>" type: BACKUP C:\CASSY\CAS*.DAT A: <ENTER> When this section is complete, type: BACKUP C:\CASSY\*.TMP A: /A <ENTER> These will backup onto one or more diskettes the data file information that cannot be obtained from your CASSY Distrubution Diskette, or that can be regenerated from the CASSY Rebuild Indexes routine. page 57 DIAKON Systems Library Program Catalog PC-CARD CATALOG (registered version) - includes: Full on-line catalog look- up features (Author, Title, Subject, Keyword) ; New item entry and alteration; Print-out of holdings; Index rebuild; Compatible with CASSY book files; Documentation on disk. (Two diskettes) ................. 39.00 PC-CARD CATALOG - PUBLIC ACCESS CATALOG - includes only the full on-line catalog look up features noted above. Excludes the ability to alter data or print holdings. This program is designed for institutions that have public access to the on-line catalog. Once the program is running, no data may be altered, access to DOS is via password only. This program is available to registered PCCC users only. (One diskette) .................. 29.00 CASSY [CAtalog card/accession & Shelf list SYstem] (Registered version) - A companion program to PCCC that can print formatted catalog cards (Author, Title, Subject, Shelf); Print listings in Author, Title, Shelf, Accession order; Process Audio-visual materials including cards and listings. Data files (other than AV) are compatible with PCCC. Includes documentation on diskette. (Two diskettes) ............. 24.00 Each registered version ordered includes the latest version of the Shareware program. Registered versions include phone support. Please order using the order form found on the following page. page 58 DIAKON Systems Order Form ------ ------- ----- ---- Please send the following items: Quantity _____ PC-Card Catalog (Registered Version) - $39.00 each .... _____________ _____ PC-Card Catalog - Public Access Catalog (please provide (PCCC registration number if not ordering PCCC at this time. - No. ______________ ) - $29.00 each ............. _____________ _____ CASSY (Registered Version) - $24.00 each ............. _____________ _____ Shipping & Handling (number of diskettes x rate)( $2.00 per diskette inside US; $4.00 per diskette outside US to allow for air mail.)....... _____________ - - - Texas State Sales Tax (for orders inside of Texas only) add 8.0% .................. _____________ TOTAL ENCLOSED (please make payments in US funds) ..... _____________ Name __________________________________________ Address _______________________________________ _______________________________________ _______________________________________ Send order form and enclosed payment to: DIAKON Systems 3801 Glenmont Dr. Fort Worth, TX 76133-2955 Purchase orders are NET + 10%, 30 days. page 59
Disk No: 1091 Disk Title: Cassy PC-SIG Version: S1.6 Program Title: Cassy Author Version: 1.1 Author Registration: $20.00 Special Requirements: Two floppy drives. CASSY is a versatile, inexpensive Dewey Decimal System-based program that helps keep books and audiovisual materials in order. Operation is menu-driven, simple, and intuitive. Printer support lets you print sets of catalog cards, accession lists, and shelf lists. About 1,400 items can be stored on a single 360K disk and up to five subject headings are maintained per item. All catalog card data is printed in proper upper- and lower-case combinations. Also, catalog cards are printed in library order sets (AACR2) for easy filing. PC-SIG 1030D East Duane Avenue Sunnyvale Ca. 94086 (408) 730-9291 (c) Copyright 1989 PC-SIG, Inc.
╔═════════════════════════════════════════════════════════════════════════╗ ║ <<<< Disk No 1091 CASSY >>>> ║ ╠═════════════════════════════════════════════════════════════════════════╣ ║ ║ ║ To start using the program, type: COPY README PRN (press enter) ║ ║ ║ ╚═════════════════════════════════════════════════════════════════════════╝ (c) Copyright 1990, PC-SIG Inc.
Volume in drive A has no label Directory of A:\ AUTOEXEC BAT 18 1-02-87 CASSY BAT 38 1-02-87 CASSY COM 15243 6-17-90 CASSY DOC 114176 5-05-90 CASSY00 CS1 20057 5-05-90 CASSY10 CS1 30294 6-01-90 CASSY30 CS1 28850 6-01-90 CASSY50 CS1 24004 6-01-90 CASSY52 CS1 22160 6-01-90 CASSY70 CS1 16675 6-17-90 CASSY72 CS1 14298 5-05-90 CASYFILE COM 20473 1-02-90 CASYINST COM 20840 1-02-87 CONFIG SYS 20 1-02-87 FIXDINST BAT 1280 1-02-87 FLPYINST BAT 978 1-04-87 README 3840 6-17-90 GO BAT 38 10-19-87 3:56p GO TXT 575 7-09-90 12:56a FILE1091 TXT 1777 7-10-90 2:03p 20 file(s) 335634 bytes 16384 bytes free