I have multiple copies of the same book with different title records. Is there a way to combine them?
Yes, merging the title records is an easy process. Please follow the steps below to complete this:
Open Items
Search for the title records you wish to merge and choose the one you want to keep
Unlock the program
Select the Actions Menu
Choose Move Copies to Title
Enter the barcodes of the copies you want to move
Select Save
Once you have moved the copies, you can delete the title record you no longer need.
How can I add an email address to send out notices?
To start sending email notices, you must first configure your email preferences. Please refer to our email preferences page for step-by-step instructions.
Which MARC tag and subfield do I use?
In Alexandria, it’s easy to catalog items whether you understand MARC tags and subfields or not. However, if you can’t find a spot for the information you want to add in a title record, you may need to switch to MARC View and add it that way. So… where can you go to find information about what each tag and subfield represents?
The Library of Congress (LOC) website has a special section devoted to MARC tags and fields, which shows what each tag and subfield represent and examples of how each is used.
Click on Bibliographic under the MARC Formats section or Bibliographic under the MARC LITE section.
Use the Table of Contents to select a portion of MARC information you would like to learn about.
Use links from the resulting page to view specific tag information.
You can also click Read About This Tag when looking at a specific tag in MARC View to go straight to the relevant LOC page.
MARC LITE is a subset of the full MARC 21 Bibliographic Format. It includes all essential data elements that are needed to create bibliographic descriptions of information items. Records using only those elements are valid MARC records and may be integrated with fuller records without alteration.
Now that I have done my inventory, how can I remove my lost and discarded copies?
Before making any changes, it is recommended that you run the Discarded Copies and Lost Copies reports to get a list of what will be removed. To do this, follow these steps:
Go to Operations
Select Reports
Categories: Copies
Select Lost Copies
Select Run
Repeat the steps for Discarded Copies
Once you have reviewed your reports and are ready to remove the lost and discarded copies, follow these steps:
Go to Operations
Select Utilities
Categories: Copies
Select Remove Lost Copies
In the Selections tab, you can enter the selections you want to filter your utility. You can just leave this section blank to remove all discarded or lost copies.
Select Run
Repeat the steps for Discarded Copies
Please keep in mind that using these utilities will permanently remove all lost and/or discarded items from your Alexandria database.
How can I get a list of all items that are checked out and their due dates?
To get a list of all the items that are checked out along with their due dates, follow these simple steps:
Select Operations
Select Reports
Categories: Circulation
Select Loaned Items Information
Select Run
Once the report is generated, you can see all the checked-out items along with their due dates. Any due date that appears in red indicates that the item is overdue.
How do I see how many total patrons we have in our system?
To know the total number of patrons in Alexandria, click on the ‘?‘ icon located in the top right corner of the program. Then, select ‘About Alexandria‘. This will provide you with the current number of patrons and also inform you about the number of patrons that you are allowed to have based on your current license.