Maintain Resources

This is the heart of the MLM database is maintained. Click the Add button to enter a new resource or the Edit button to change an existing resource. The default view only lists the Active resources including those resources that are in circulation, checked out. To view all resources, including the Inactive, change the Active Filter to Both. To view only the Inactive resources change the Active Filter to Inactive. The column INA is the Inactive/Active column. If the resource has a check it is Inactive.

You can see at a glance everything about these resources. Is it checked out, if so what is the due date? What type of resource it is, what is its classification. plus much more. The OUT column is a visual indication if a resource has been checked out.

Books, videos, audio and CD-ROM's are what a media library is all about. The following information is part of the Resource file:

•	Resource Type - This is a required field. Type in the existing resource type or lookup/add from Resource Type file.

•	Print Tag - box is checked when a new record is being added. The program assumes a spine and pocket labels are to be printed.

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Is Inactive - box is not checked when a new record is added. Check this box for any resource that may be missing or waiting to be repaired. The Status field should be updated to indicate why the resource is currently Inactive. When the box is checked and the resource is inactive it will not appear in the books available for check out for example. Inactive resources will not be visible in the default view when the Maintain Resource window is first opened.

•	Inv. Date - this is a read-only field indicating the last inventory date. If it is blank, the resource has never been inventoried.

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Accession Number - this is a unique number assigned to each resource. The program will generate the next accession number. You can enter a number of your own choosing but remember the number must be unique. If the number has been used the program will not save the record. Once the resource has been saved the accession number can not be changed. Required

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Accession Suffix - this field is used to keep track of one book that has two or more titles included. This way the same accession number is used, indicating one physical resource. But the addition of the suffix enables the title to appear in the search windows allowing it to be found. The first title will have a zero (0) suffix. This is the default value. When entering the second title use the accession used for the first title but enter one (1) in the suffix field.

•	Accession Date - this date will be added automatically but can be changed. This will be the system date of the computer when a new resource is entered. Required

•	Title - enter the title exactly as it appears. The Media Library Manager will format the title properly before saving it. The words The, A and An will be moved from the front of the title to the rear and will be separated by a comma. This is a required and field. Required

•	Subject - Select from list of subjects to add any number of subjects for this resource. Lookup file.

•	Publisher - Type the company name of the publisher or lookup/add from the publisher file. Required

•	Donated By - Type the name of the person who donated resource or lookup/add from lookup file.

•	Location - the physical location when not checked out. Type the location or lookup/add from a lookup file. Required

•	Keywords - this is a free form search able field. Using the keyword options the authors last name, the publisher, and/or the series can be added when either entering a new resource or editing a resource. See Keywords.

•	Reading Group - type the reading group for this resource or lookup/add from the lookup file. Required

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Call Number 1 through 5. Call # 1 is always the Dewey code or F, JF, etc. Call # 2 is always the first three letters of the author or the subject if the resource is a biography. Call # 3 through 5 can be whatever you want them to be. The resource type if it is not a book. Or maybe the volume number, v01, v02… Or c01, c02, if you have more than one copy.

•	Notes - a free form field that can be used for any number of reasons. One reason might be if a member would like to note some comments.

•	Pages/Minutes - the number of pages if the resource is a printed publication or the number of minutes if a video or audio.

Remember: The fields colored blue are required. Some of the required fields, Resource for example, must have valid entry that exists in a lookup file.