Professional and intelligent

The integrated Alfios cataloguing system

When we decided to create the Alfios system, we wanted it to be exceptionally intuitive, functional and comprehensive at the same time. Thus, we set out to simplify complex operations as much as possible while enabling the comprehensive servicing of library processes. We also sought to fully integrate all faculties (departments) at the client university, which is why Alfios enables users to work in one central catalogue used in common by all the university’s faculties.

The ultimate determinant of a library’s successful performance of its mission are its readers. Accordingly, the most important task is to ensure that readers have online access to it from the moment the very first book or research paper is catalogued. Thanks to the system’s integration, every faculty member and student has access to all collections catalogued at the university in one place.

Contemporary academic and pedagogical library system requirements were taken into account when designing the Alfios system, which can be used via any web browser (Firefox, Edge, Safari, Opera…) and does not require installation on library computers. Thanks to a central server operating the system, it is independent of the number of computer stations, number of users and size of book collections. Cloud-based cataloguing technology enables almost unlimited access (after users enter their login and password) to the e-biblio system from any device (desktop computer, laptop, tablet, smartphone) from anyplace in the world.

The Alfios library system was designed on the basis of the Hybrid Central Catalogue of bibliographic descriptions, which provides librarians the greatest capabilities in the process of compiling their collections. The Hybrid Central Catalogue contains closed bibliographic descriptions from the National Library, NUKAT (National Universal Central Catalogue) and other libraries that use the Alfios library system; it also enables all library employees to co‑catalogue, i.e. build their own bibliographic descriptions containing all the necessary information in accordance with the MARC21 format. The system features modular design, which simplifies management of library employee authorizations and facilitates the system’s expansion and development in future.

Modules and functionalities available in Alfios 4.0

Compiling

Alfios enables the acquisition and cataloguing of various library collections in the MARC21 format. Each type of bibliographic description (book, monograph, serial, audiobook, film, old print, cartographic publication, iconography, board game, puzzle etc.) has a special template with the minimum number of MARC21 fields to be completed. The system enables downloading bibliographic descriptions from the Hybrid Central Catalogue, but library employees can also add their own descriptions (“adding from own experience”) to the Central Catalogue as well as download and enter ready-made bibliographic descriptions from other sources, e.g. KaRo (Distributed Catalogue of Polish Libraries). The Hybrid Central Catalogue contains both closed bibliographic descriptions from NUKAT (National Universal Central Library), the National Library and other libraries that use the Alfios library system, and allows each library employee to co-catalogue, i.e. build their own bibliographic descriptions containing all the necessary information in accordance with the MARC21 format. During the process of compiling collections, entries are automatically created in the indicated inventory book.

Lending

The system enables users to save and edit borrowers’ personal data, define all limits (loans, reservations, accessing) individually for each borrower as well as collectively in terms of type of collection or reader group status. Alfios includes options that enable readers to self-renew borrowed materials via their account in OPAC, queuing of readers reserving books in the library’s online catalogue, and sends e-mails to readers when the books or other materials they have borrowed are past due. After an item is lent, the system automatically monitors the return date and the reservation queue.

Electronic reading room

Alfios fully services the electronic sharing of a library’s collections on site for all registered readers. The system automatically provides and tracks accessing of library materials and alerts when logging out if library assets are being shared.

Inventory

Electronic inventory of the library’s collections compares the data loaded by the employee with the data stored in the database. Thanks to the use of barcodes and barcode readers, the entire process is efficiently performed. The system automatically detects irregularities after data is entered; after completing the inventory, it generates the relevant protocols (in accordance with the Regulation of the Ministry of Culture and National Heritage of October 29, 2008 on the method for keeping records of library materials – Journal of Laws No. 205, item 1283). The entire process takes place electronically; moreover, when items in the library’s collections are entered in the system, Alfios automatically informs about their condition and lists data from their bibliographic description.

Reports

The module includes a library journal, loan and accessing lists, inventory book, protocols of lost items and many more functionalities. Statistics are presented in the form of tables and charts. All reports on acquisitions and selections such as the inventory book, register of acquisitions, protocol of lost items and protocol of commission proceedings concerning lost items are consistent with Regulation of the Ministry of Culture and National Heritage of October 29, 2008 on the method for keeping records of library materials. The data in the library journal are consistent with the entries in the K-03 library report for the Statistics Poland (GUS) concerning, in particular, the division of readers into the relevant groups for each type of library:

For public libraries:

People in school
People who are working
Others

For pedagogical libraries:

Teachers
University students
Others

For academic libraries:

University employees
University students
Others

Settings

The Alfios library system has a built-in configuration module that enables all settings and modifications to be performed by the librarian. The person authorized to use the settings module may add or remove other employees of the library/branch, change any loan limits, add or delete successive inventory books, modify mandatory fields in the item acquisition form, modify the type of data collected from readers and perform other functionalities. Thanks to this solution, every library can adapt the Alfios system to its own needs.

OPAC – Online Public Access Catalogue

The catalogue is automatically available to every library user via the Alfios system. Users can immediately access all types of collections online as well as reserve items and renew loans, provided they are registered at the particular library. The full loan history is available on the reader’s account. The online catalogue also includes lists of textbooks for particular subjects and bibliographic lists generated by librarians.

The only

integrated cataloguing system

for academic and pedagogical libraries