The redesigned Library Staff Resources website is available at The new website may include links to information on this legacy website while we transfer and update content.


What to do if you encounter a problem with ret-adm-01 file too large error.


Contact FCLA and explain that your ret-adm-01 did not complete but generated a "file too large" error. Ask that the xxx50/scratch/ret_adm_01_2 file be deleted. The file will be very large and deleting it will allow ret-adm-01 to complete successfully once again.

How do I delete the locally saved copy (NEWXXX.MRC) of the BIB record that I edit in Aleph?


In Aleph, every time a BIB record is opened in the Cataloging module, a local copy is created on the PC. These locally copied records will accumulate on the PC until they are deleted. You may delete "all" of these records at once by using the Cataloging client menu option:

"Cataloging/Delete New* Records".

They may be viewed or deleted individually using the following menu option:

"Cataloging/Open Record on Local Drive"

Retrieve Local Authority Numbers by Tag

Report area: 
Authority Reports
Report area: 
Data Cleanup Reports
Report Type: 
ARROW Report

Use this report to find Local Authority records containing a specific tag. Fields include Tag, Authority Record Number and Authority Input Number. The latter field can be used as in input file for some Aleph services. Report is from the Data Warehouse tables. 

Sample Report:

Count Local Authority Tag Occurrences

Report area: 
Authority Reports
Report Type: 
ARROW Report

The report lists tag/indicator combinations used in the Aleph Local Authority files and counts the number of occurrences for each tag/indicator combination. It uses Date Warehouse tables. Sample Report: count-local-authority-tag-occurences.jpg

How do I suppress the call number from Mango or Aleph OPAC display?


In the past catalogers suppressed call numbers from OPAC display in Aleph by leaving the call number "type" indicator in holdings record and items blank. This method of suppressing the call number does not allow for proper statistical/reporting information for these call numbers. In order to allow these call numbers to be counted properly according to their type, a system of "alternative" type coding was implemented. Use the alternative call number type in the holdings 852 1st indicator or the Item record's call number type field to suppress the call number from the OPAC but allow it to be included in counts, statistics, reporting, etc..

Alternate Call Number Types

0 LC A
1 Dewey B
3 SuDoc D
4 Shelving Control Number E
5 Shelving Form of Title F
6 Shelved Separately G
7 Source Specified in $2 H
8 Local Classification J

How do I setup Printing/Email?

Here are the steps for setting up automatic printing of Notices and reports:

1. Coordinate with FCLA and let us know the printids that will be used. This printid determines which jobs will go to which printer. FCLA will need to add these IDs to the jobs list on the Aleph server. The printids can be anything, but it is recommended to use a convention such as:

- For Single library Institutions: circemail, circprint, circboth (for email, print or both) - For multi-campus/library Instititions: maine, mainp, mainb; lawe, lawp, lawb

2. Setup the PrintIDs in the client:

- Under the Admin tab - Task Manager - Print Daemon - Click Setup. "Print ID to Add" Window Opens

In-client Offline Circ

Offline Circ can be used to capture circ transactions during times when the Aleph server is unavailable. There are two types of offline circ clients:

1. In client - used during unexpected or scheduled downtime

2. Standalone offline Circ - this should only be used during an upgrade when the Aleph versions will be changing.

Here are the instructions for In-Client Offline Circ.

From the Circ Module - Go To Circulation - Offline Circ, see image.

If there are transactions from a prior session, you should be prompted to delete the old file. It is important to remove old transactions so that you do not send old data to the server.

How do I add leading zeros to a column of Aleph system numbers in Excel?


To change the format of the numbers in an Excel column simply highlight the entire column by clicking the lettered cell at the top of the column. Then with your pointer "right click" anywhere within the highlighted column and select "Format Cells...." from the selection list that opens. Select "Custom", click on the single 0 under "General" and then in the box above "General", which is just below the word "Type:" add in nine zeros in the box. This will set the format of the numbers to nine digits with leading zeros. Click OK when done. If you are transforming the number to use as input to an Aleph service the format should be nine digits with no space followed by the pertinent library:

000123456XXX01 [e.g. 000123456FAU01]

The file should be a plan ASCII file.

Version 20

News for July 29th

  • Aleph REPT has been upgraded and is available again.
  • Arrow reports are also available.
  • You can resume normal loading of records.
  • On REPT the LC and MeSH Authority files are not yet available.
  • By the end of day we will be finished with all the V.20 upgrade steps (yah!).


    Version 20 Upgrade Schedule
    Task Who When Status
    Set up development environment to test complete upgrade process FCLA May/June