FAQ's

1. How can I take Backup of my LIBSYS database?

There are basically two database directories in LIBSYS i.e. DFIL and BFILEXX on Windows platform and DFILEX and BFILEXX in UNIX platforms. You have to take backup of these two directories only. If you are on Windows platform you can use Winzip to take backup. Backup can be taken in a floppy or a Hard disk itself. Even you can use backup devices like zip drive or Tape drive to take the backup.

If you are using UNIX platform then you can use cartridge tape or DAT tape to take the backup. The backup device should be configured with the UNIX and the entry of device name should be available in device file which is in /usr/lsys. For taking backup you can give the following command from user a/c ($ prompt): -

$ backupdb
System will ask you to specify the following: -

a. Whether you want to take the backup in floppy or cartridge tape (other then floppy any device configured with UNIX to take the backup).
b. Enter tape size (in MB) - you can specify the size of the tape in which you are taking the backup.
c. Enter Time Interval (In Hours) to start the backup - if you want to take the backup immediately then give 0.

Important: while taking backup make sure nobody is using LibSys.

2. I am not able to generate any report, as the system hangs when I try to do the same.

Ans. Following could be the possibilities: -
a. Print / Work file path is not defined properly.

Platform Windows/NT/2000 Unix/Linux/Sun
Print files path C:\info\libsys\pfil\ /usr2/libsys/pfilex/
Work files path C:\info\libsys\wfil\ /usr2/libsys/wfilex/

Important: Please note that info and /usr2 would be replaced with appropriate directory where LibSys is installed. Make sure path being specified as Print/Work files paths are available in the system and have all the required rights (Read and Write).

b. Free disk space should be available on the drive / file system where LIBSYS is installed.
* You can remove unwanted files to create the disk space.

c. Check the permissions, whether you have write permission on work file/print file directories.

3. What precautions should I take while doing system-related house keeping jobs?

Ans. While doing system-related jobs like Updating/Rebuilding inverted files you must make sure nobody is using LIBSYS. Even when you are running any utilities nobody should be using LIBSYS. If you are using LibSys 4 you can stop lsserver (Windows NT/2000) or ls_server (Sun/Unix/OSF-1/Linux) so that nobody would be able to access through client machine.
Important: While running utilities / extended utilities it is advisable to take backup prior to running these utilities.

4. Where are my saved files available in LIBSYS?

Ans. If you use the standard path setting of LIBSYS all the print files would be available in \info\libsys\pfil\ (Windows) and /usr2/libsys/pfilex (UNIX). Please note 'info' or 'usr2' would be replaced with appropriate directories where LibSys is installed.

5. I am trying to import data into LIBSYS but system says "no records to process".

Ans. Following could be the possibilities: -
a) Your source file should be present in your work files path*.
* As being defined using 'Print Files Paths' under utility module.

b) Make sure your source file contains records and the source file format is supported by LibSys.

6. I have not made the note of control nos. while importing/entering data. Is there any way I can retrieve them?

Ans. Yes even after importing the records or data-entry you can always retrieve the control nos. and their titles. Use the following: -
LibSys -> Acquisition -> reports -> Title by control nos.
Here you can give the range of control nos.
Even you can try this: -
LibSys -> Acquisition -> Queries / Reports-> Titles in Acquisition.

7. I have entered new books in LIBSYS but the system is not showing in OPAC.

Ans. After entering new records in LibSys you have to update inverted files (LibSys -> Cataloguing -> Housekeeping -> Update Inverted files).
Important: Make sure nobody is using LibSys while you are updating inverted files.

8. I have removed a title from Cataloguing but still it is shown in OPAC and also in OPAC some entries are shown as 'entry removed'.

Ans. Once you have removed a title in LibSys it would be displayed in OPAC as entry removed until you rebuild the Inverted files.
(LibSys -> Cataloguing -> Housekeeping -> Update Inverted files).
Important: Make sure nobody is using LibSys while you are rebuilding inverted files.

9. In circulation a member has returned the book but still system shows the same in his a/c although when we check the status of the book it is 'on shelf'.

Ans. In such situation you should run the following Utilities: -
Libsys ->Utilities -> check out Links (Bks)
Important: Make sure nobody is using Libsys while you are running this utility. Please note in case you are getting discrepancy in Journals run Check Out Links (Jvs) similarly for Bound Volumes and Inter Library Loans Items run Check Out Links (Bvs) and Check Out Links (Loans) respectively.

10. I am not able to generate overdue reminders in circulation.

Ans. Check the following possibilities: -
a) Improper Print / Work files path
Check the path and correct the same as per your installation.
b) Max. no. Reminders already sent.
May be the max no. Of reminders that you have defined in parameters has already been generated. It is better to make the max no. Reminders as '99'.
c) Make sure there are overdue documents in member's account.
You can check the overdue documents in a members account using the enquiries (Enquiries -> On Members -> check-outs)
d). When you registered a member there is option available 'Overdue Reminder : Y/N'. Make sure you have put 'Y' in this field.
d) Check the settings in Cataloguing à System Setup à Document Type. Here, Overdue check box available it should be checked.
e) Check the 'Interval Period' you have defined for subsequent reminders.

11. What is TRANSACTIONS LOG file?

Ans. TRANSACTIONS LOG is a file that keeps track of all the happenings in the circulation module. It can hold upto 999999 thousands transactions. By having a look at it you can find what has happened during a given time and who has done. Various other reports Management Reports are generated on the basis of this file.
Important: Be careful in handling this file. If you flush out this file you won't be able to generate any Management Reports and various other statistics. However in case you need to flush out this file make a copy of this file when system prompt to save the same.

12. How can I get the statistics on my library collection?

Ans. You can get a summary of the collection of your Library by using the following: -
LibSys -> Circulation -> Reports -> Miscellaneous -> Holdings Summary.

Important: For generating more exhaustive reports on your collection use LibSys -> Circulation -> Management Reporting -> Statistics on Stock (I) & (II).

13. Can I send the order in Acquisition directly through e-mail?

Ans. Libsys provide you the facility to send order directly through e-mail.
This facility also enables you to send overdue reminder, SDI
list directly through e-mail. You have to make following settings for
using e-mail facility in Libsys.
Libsys -> Utilities -> Print Files Path
Put Check mark on e-mail check box.
Important: Pre-requisite for sending reminders through e-mail: -
a. Windows NT/2000
If you are using the above MS-Outlook should be available on the server. You need to configure Outlook with a valid e-mail account to send and received e-mails.

b. UNIX/LINUX
For Unix server SENDMAIL utility should be configured to deliver and receive e-mails.

14. What is 'title in process'?

Ans. Title in process are the title which have come through Acquisition i.e. the title has come to cataloguing after passing through various process of Acquisition like Approval, Ordering, Invoicing, Accessioning etc.

In other words title in process are those titles, which have been processed through Acquisition and now ready for technical processing in cataloguing.

15. System is not showing accession numbers in OPAC.

Ans. For rectifying this error, review the following: -

Libsys -> Cataloguing -> System Setup -> Indexing/OPAC
accn. Nos. þ (check this field.)

If still problem persists try this: -

Libsys -> Utilities -> check accn. nos.

Even after above you have the problem try this: -

LibSys -> Utilities -> Update 'Title Status'.

16. Can I print the address slips of my library member through LibSys?

Ans. Libsys provides you the facility for printing address slips of members. Try the following steps for taking print out of address slips:
Circulation à Reports à Misc. à Address Slips

17. System is giving I/O error. What should I do?

Ans. Note down the messages it generates while giving I/O ERROR
PGM-ID, STATUS, and FILE. Take the backup and make sure nobody is using LibSys. It is advisable to re-start the server also. Now do the following: -
LibSys -> Utilities -> Extended Utilities -> Redevelop file -> Select the Module in which you are getting I/O error Acquisition / Circulation / Serials, while getting I/O error system tells you the file name e.g. BW, TL, CP etc. Bring the cursor to the required file and process.

Important: Use this option only when required. Re-organize only the required file.

18. How can we do stock-verification through LibSys?

Ans. Stock Verification through LibSys involves three steps.
Step 1. Initiate Stock Verification
Initiate Stock Verification is the first step towards stock verification. Once decided to go for stock verification, click on this process.
Important: Make sure nobody is using LibSys during this process. It's a one-time process. Your stock verification may take few days. Once initiated this process do not repeat it until your verification is over else results won't be appropriate.

Step 2. Verification
Now you can start verifying documents. You can do this operation from no. Of client / terminal machines

You can also use Portable Data Capture Unit. After scanning the accession nos. process the output in the software provided with this unit and transfer the processed file to LibSys (it should be copied in WORK FILES PATH). Now in verification dialog click on 'FROM FILE' and give the file name. System will do the verification through File.
Important: It is advisable to stop normal housekeeping work in LibSys but if you need to do then take the following precautions: -
a. If you need to issue a book during stock verification first verify it and then checkout.
b. You can do normal work in Acquisition like data-entry, approval, ordering, etc. but don' t does any accessioning during the stock verification else the title would be listed in Missing List.

Step 3 Verification Report

This is the final step of stock verification. Once finished with verification generate this report. Uncheck all the options just check 'on shelf'. This report will give you the list of titles, which are not yet verified and are 'On Shelf'. Such cases have to be reviewed and the library should take appropriate action.

Important: System will take care of all the documents checked-out, Collection Updated (Missing, Withdrawn) etc. through LibSys.