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Textbook Management and the Insignia Library System
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Introduction: What You Need
In order to work with textbooks in the Insignia Library System, it is necessary to use the “Assets” module (see below)
Setup Options Use a dedicated computer and a barcode scanner Login to Insignia
Labels Options Purchase (Avery 5160 blank label stock) Print (See slide entitled printing your own barcodes”)
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Procedure Overview
Enter textbook information. Enter course information. Print or purchase barcodes. Physically attach barcodes. Link barcodes to textbooks
(not necessary if you print your own). Set up ‘Circulation Type’ for textbooks with
appropriate loan periods for students and staff. Check textbooks out.
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Entering Textbook Information
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Make Sure It’s Not Already There!
You may already have a record for a specific textbook for your school
In order to search your collection: Click on ‘Assets’ Click on ‘Textbooks’ Click on ‘Find/Add Textbooks’
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Make Sure It’s Not Already There!
Select your search criteria and click ‘Find’ Make sure ‘Union’ box is not checked
Click ‘OK’ on the ‘No Record Found’ box
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If It’s Not Already There…
Then you will clone a record from the union catalogue…
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Searching for a Record to Clone
Review all records using ‘Previous’ and ‘Next’ If all information matches, click ‘Clone’ Modify ‘Call No’ if needed and click ‘Save’
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Cloning or Creating
Textbook information can be added using one of two methods Cloning an existing textbook record Creating a new textbook record
The textbooks for your school must be related to a record you have either cloned or created specifically for your school
This means that while multiple records for a specific textbook could exist in the union catalogue, only one record will contain all the copies related to your school
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Cloning a Record Select your search criteria and click ‘Find’
Make sure ‘Union’ box is checked Click on ‘Detail’ and review information
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What To Do If A Record Exists…
Click on ‘Detail’ and review information If all information matches, click ‘Add Copy’ or
‘New’ depending on tab selected
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What To Do If A Record Exists…
Enter the number of copies and click ‘OK’ Enter the barcode and click ‘Save’
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Adding a Copy to a Textbook
Click ‘Add Copy’ Enter the number of copies and click ‘OK’
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Adding a New Textbook
After the ‘No Records Found’ pop-up when searching the union catalogue, click ‘OK’
Click on ‘New’
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Entering Textbook Data
Enter textbook information for the following useful fields
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Useful Data to Enter
Title Author (last name, first name) Call Number (optional field)
Call Numbers can be shelf locations in the book room Call Numbers can also be related to a specific course (e.g.
Grade 12 Biology as BIO 12) ISBN (unique number for each book)
Barcode scanners can usually read these on back Do not include hyphens in inputting by hand
Category (optional field) Relates to the main subject such as ‘Math’ or ‘Science’
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Entering Course Information
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Entering Course Information
Select the ‘Title/Courses’ tab
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Entering Course Information
Enter ‘Course’ and ‘Code’ then click ‘Add’
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Entering Course Information
Select the course Scroll through and select the textbook(s) Click ‘Link’
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Entering Course Information
Textbook title(s) will now appear in top right Use this same method to remove a title from course
information by clicking ‘Unlink’
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Print or Purchase Barcodes
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Adding a Barcode to a Textbook Enter ‘Barcode’
You have the option to scan purchased barcodes or have the Insignia program automatically generate barcode numbers. If you choose option two the physical barcodes for the textbooks can be printed at a later time.
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Adding Multiple Barcodes or Copies
Enter the number of copies and click ‘OK’ Select ‘Set Barcode Individually’ Scan or type each barcode and click ‘OK’
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Adding a Barcode to a Textbook
Click on ‘Save’ Note that Insignia automatically adds school-specific
code to beginning of barcode number (e.g. T261)
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Printing Your Own Barcodes
Click on ‘Assets’ Click on ‘Textbook Barcode’
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Printing Your Own Barcodes
Select the box for ‘Date Created’ and define Select the box for ‘Title’ Click the ‘…’ button to browse titles
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Printing Your Own Barcodes Select your search criteria and click ‘Find’
Make sure ‘Union’ box is not checked Select applicable title and click ‘OK’
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Printing Your Own Barcodes
Review layout and click ‘Preview’ Click ‘Yes’ for print preview screen
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Printing Your Own Barcodes
Print through printer icon or ‘File’ menu
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Physically Attach BarcodesPlace barcodes on the textbooks according to your school’s policy
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Link Barcodes to Textbooks
(not necessary if you print your own)
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Set up “Circulation Type”
Loan periods for students and staff
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Circulating Textbooks
Click on ‘Circulation’ Click on ‘Check Out’ Click on ‘Check Out’
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Circulating Textbooks
Select ‘Textbook Check Out’ Follow normal check out procedures
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Circulating Textbooks
You can also use ‘Homeroom Check Out’
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Circulating Textbooks
Select ‘Textbook’ Follow normal check out procedures
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Other Useful Information
Textbook Reports Advantages of Using Insignia for
Textbook Management Questions
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Textbook Reports
Click on ‘Report’ Click on ‘Textbook’
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Textbook Reports
There are a variety of different reports available which allow you to evaluate your school’s textbook holdings.
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Advantages of Using Insignia for Textbook Management
Textbooks and courses are associated together in a database.
Number and status of textbooks is readily available.
Many ways to search for textbooks, including status, title, course, etc.
Purchasing information can be contained in the same database.
Overdue library books and textbooks are in one database.
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Any Questions?
If you have any questions about the textbook section of the assets module, please contact Central Library Services