There are a number routines and steps that you will need to become familiar with over time.
We have outlined a few worthy of mention here, although several are not actually required tasks, you will find this list useful as a prompt.
Daily
- Tasks you should consider each and every time you use the LibCode Suite software.
Weekly
- Once a week jobs.
- If you use the system on a daily basis, Friday is a good day for the weekly tasks.
- If you use the software only occasionally, roughly once every 5 times the system is used is the go here (which for a school with library days only once a week then this would be a once a month).
Term(ly)
- Once a Term tasks.
- This list of tasks should be considered at the end of every school term.
Yearly
- Once a year operations to keep things on track.
Protecting your Work from Loss…
As with all databases, backing up (making copies for safety) is absolutely essential. Computers DO FAIL, but by systematically backing up your database the likelihood of losing data is greatly reduced.
NOTE: Each time you choose to backup the LibCode Suite, you are backing up everything you have done up to that point in the whole suite. So any one Backup Set contains ALL the information entered into the whole suite.
For more information on our Backup Policy and using the Backup/ Restore menu in Utilities click here.
There are three ways to create backups of critical information:
Backup (Main Backup) – System Maintenance and Data copy:
- Done at the end of each day.
- Packs and Re-indexes the entire database.
- Updating used thesaurus records.
- Cleaning up loans.
- Checking for orphan records.
- Adjusting copy number to match number of active barcodes.
- Backing up all data and index files.
- Makes a copy of important files into a BACKUP folder under the software working folder.
Click here for instructions on how to do the Main Backup.
Alternate Backup – Local copy as Network failsafe:
- The fail safe copy or CMESafe is a mirror image of the working folder and can be updated regularly throughout the day. Unlike the the Backup option, the alternate backup does not need exclusive use of the database (as it does not perform the housekeeping tasks).
- A standard setup would see P:CMEPlus as the working folder (shared from a File Server) and D:CMESafe on a partition of the local hard drive on the Main Circulation computer… if the whole network failed this is the computer that you would like to see keep running until all is made well again.
- CMESafe normally exists on either the main library computer or the server, depending on the installation option chosen. If you’re using a peer to peer network within the library the CMEPlus folder (Or main copy of LibCode Suite) will be installed on the circulation computer and the CMESafe (fail safe copy of LibCode Suite) is located on the C: of another computer (possibly the data entry machine).
- The locations stated above are the usual setups run by the majority of organisations, however they may vary from time to time depending on hardware and intended use.
- Use Folder CMESafe on D: Drive for MOE.
Click here for instructions on how to do the Alternate Backup.
External Backup:
- Use external backup to copy data only to flash drives (at least two).
- Use the add date folder here only .. places backup in e.g. 20070402
- Delete some older folders when drive is full.
Click here for instructions on how to do the External Backup
Error Messages During Backup
What happens if LibCode becomes ‘Locked’?
If LibCode is locked go to help and remove the lock option – this happens because LibCode was terminated during a back up.
Each time the LibCode Suite database is used you should:
At the end of the term:
As most schools have staff development days/pupil free days at the beginning of each term it is a good idea to use these days for database maintenance.
At both the beginning and the end of every year there are a number of additional ‘chores’ that need to be carried out to ensure a smooth transition into the upcoming year.
At the beginning of the year:
These steps apply to LibCode and Text Tracker:
- Software upgrade(s) (this is only relevant if an upgrade is needed):
- Do ALL 3 backups.
- Utilities > Backup…yes to update and reindex.
- Utilities > Alternate Backup…backup to alternate folder.
- Utilities > External Backup to USB stick (click “add date folder”).
- Download and install upgrade.
- Restore backup
- Utilities > Backup Restore > Restore > All…
- Set Circulation options:
- Student rollover:
- Synchronise borrowers with office systems
- Manual adjusting
- Delete unused groups:
- Utilities > Update > Circulation > Unused Groups…Yes to permanently remove unused groups.
- Delete left borrowers:
- Utilities > Update > Circulation > Borrowers > Pass warning screen if you have done your Backups > Set selection criteria:
- Drop-down the “Selection field” and choose “group”.
- Type LEFT into the “Low Value” box.
- Click the “Apply” button.
- Click the “Purge” button and make sure you select the second option “Purge only selected borrowers with no unreturned loans”.
- Print borrower barcode lists.
- Bulk-setting loan limits:
- Please call LibCode Support (07) 4638 9025.
- Setup borrower images.
- Lost loans.
- Long term “lost” staff loans.
- Left students with loans.
- Setup circulation email.
- CME web upload.
At the end of the year:
- Set the Loan Cutoff Dates for staff and students. You can set different cut-off dates for the various year levels. For example the Year 12 students leave first, so their cut-off date will be at least a week before they finish, followed by year 11 etc.
- Set the Staff Extension. Most schools set 999 days, this stops overdue alerts from popping up and long lists of staff overdues being printed by mistake.
- Replace the Web Catalogue so that teachers and students have access to an up-to-date catalogue over the holidays.
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