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Annual Users' Meeting 2000

Response to Questions Received

 

Kinetica Client | KineticaWeb | Kinetica Database
Authorities | Kinetica General |Kinetica Document Delivery

Kinetica Client

Is there some way of stopping it locking when a coding error is made or when the cancel button is used? (Edith Cowan University)

The problem that sometimes caused records to lock was fixed in the recent upgrade of the Client (version 3.2.2).

Can the client be enhanced so that searching can be done whilst cataloguing (as could be done in ABN)? (Edith Cowan University)

It is already possible to browse the database indexes and view attached bibliographic records while cataloguing. If there is a general request from users for more extensive search capability while cataloguing we will add it to the development priorities for the Client however this has not been suggested as a development priority by other user groups.

Put the pull down menus in some kind of order (alphabetical?) so it is easier to find the correct tag. (Edith Cowan University)

This development was included in the recent upgrade of the Client (version 3.2.2)

Delete all the obsolete tags. (Edith Cowan University)

In order to delete obsolete tags from drop down menus in the Bibliographic Item Worksheet, all occurrences of these tags must also be deleted from the database. This deletion of obsolete tags must be done in consultation with users as there may be implications for local systems. We plan to make these changes to coincide with the implementation of version 3.4 of the Kinetica Client.

Fix the name-title problem and use proper USMARC tags. (Edith Cowan University)

The problem that prevented cataloguers from directly inputting a Name/Title heading with references was fixed in version 3.2 of the Client. Also Tag 720 was returned to standard MARC usage in Client version 3.2. We expect that version 3.4 will be fully compliant with MARC 21.

What do the letters mean that are between the indicators and the field content in the bibliographic record display screen? (Lois Beaton, University of New England)

These letters only appear in the ABS and Subject record display formats, they are not included in UCD format. They indicate how the corresponding heading is set up - the "n' means the language is not specified, the ‘vf’ or ‘a’ is a reflection of the verification level - I think ‘vf’ means review centre, and ‘a’ means high level.

In the early days of Kinetica, we were told that bibliographic record 041 fields with more than one language couldn't be edited or created. This seems to have been fixed? Or am I causing havoc by editing/creating such fields? (Lois Beaton, University of New England)

The ability to input more than one language code in field 041 was included in Kinetica Client version 3.2, which was implemented in February. It is described in Kinetica User Guide no. 14.

When you create a new title heading, why isn't the filing indicator you have already put into the bibliographic record retrieved automatically for the heading record? (As you have already thought about it and made the decision, it is quite easy to forget to do it again.) This would reduce the number of new titles being added to the already large number filed under "The" and other articles. (Lois Beaton, University of New England)

At the moment filing indicators are controlled solely by the heading. Therefore when a new heading is set up, the system ignores data originating from the bibliographic record. This could be included in our list of development priorities for the Kinetica Cataloguing Client.

What progress is being made towards being able to edit/delete *all* bibliographic record name/title fields? (Lois Beaton, University of New England)

The workflow associated with merging and deleting Name/Title headings is more complex than with other types of headings. Kinetica staff are happy to merge or delete N/T headings on behalf of customers, or address any other complex N/T authority work.

Can the use of templates for new bibliographic items be made easier? At present, if you get one item of a different kind from what you usually catalogue, you have to change your default template, and then remember to change it back. Why couldn't we have a menu choice of going to the list of templates and picking one for that occasion, without altering the default? (Lois Beaton, University of New England)

We will include this in the list of development suggestions. As an alternative to changing the default template, it is possible to search for a suitable record or template and then use Edit - Bibliographic Item - Copy.

A number of libraries made a request regarding searching on the Kinetica Client and KDD. When performing a search, then editing an item, the system automatically returns to the main screen. Could the system be designed to return to the original search instead? (NSW Kinetica User Group)

We will include this in the list of development suggestions.

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KineticaWeb

When is Kinetica planning to make their Authorities available via the Web search? (Anne M. Robertson, State Library of Queensland)

Providing our users with access to Kinetica authorities through KineticaWeb and Z39.50 is a high priority for development. Testing is currently underway for searching the Kinetica authority database via KineticaWeb and Z39.50. Subject to successful completion of the testing process, these services should be available to Kinetica users later this year.

Could a button or similar be added to indicate the verification level of a bibliographic record? This would be useful for streaming bibliographic records handled by non-cataloguers. (WA Kinetica Users’ Group and Edith Cowan University)

We will monitor the extent of user support for this development and consider it for inclusion in the priorities for development of the KineticaWeb.

Can ISBN be displayed in the short view in KineticaWeb? (Gek Wong, City of Greater Dandenong Libraries)

ISBN and ISSN are now included in Short view display. This development was included in the enhancements to KineticaWeb which were implemented on 14 August.

Please provide a quick way of getting to the extended view of a record by typing the occurrence number in KineticaWeb. (Gek Wong, City of Greater Dandenong Libraries)

We expect that the next release of the KineticaWeb software (version 2.0) will include a 'Go to' button, which will allow users to jump directly to the display of a specific record by typing in the record number. We expect to implement this version of the software early in 2001.

In Kinetica Web, would it be possible to display a subset of holdings, such as WA holdings only? WA holdings are always displayed near the end of the record. (Document Delivery Unit, LISWA)

We will include this in the list of development priorities for KineticaWeb.

You can't Browse the RLIN authority files; is there any way of putting the results of a Search (in that database or any other) into alphabetical order? (Lois Beaton, University of New England)

Sorting of search results is expected in the next full release of the KineticaWeb software (version 2.0). We expect to implement this version early in 2001.

Could Kinetica searching be more forgiving with title searches where there is punctuation in the title which may prevent a successful search(NSW Kinetica User Group)

The manuals explain when to omit punctuations in the title. Always omit punctuation marks, diacritics, ampersands (&) and initial articles. If you have a search or holdings statement which includes an &, please leave the ampersand out and replace it with a space. Special care should be taken to omit the apostrophe. An exception to this rule occurs in keyword searches where it is necessary to type the apostrophe s ( 's ) in words such as do's, dont's, Australia's etc

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Kinetica Database

When duplicate records are reported, what action is taken? (Lois Beaton, University of New England)

Duplicate removal was not possible until version 3.2.1 of the Cataloguing Client was released. Since then, Kinetica staff have been working on the removal of deliberate duplicates (established in ABN to handle holdings overflow) and reported duplicates. Reports are collected, and actioned by Kinetica staff, with priority given to deliberate duplicates. To date over 2500 duplicates have been processed.

How often is the program that deletes orphan headings run? (Lois Beaton, University of New England)

The program to delete orphan headings will be run on a semi-annual cycle.

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Authorities

In the early days of Kinetica, we were told that authority records couldn't be deleted. This seems to have been mostly fixed. (Yes, I did wait till the next day the first few times, to make sure they hadn't re-appeared overnight.) Does anyone know what type of authority records still can't be deleted? (Lois Beaton, University of New England)

It is now possible to delete any type of authority record.

When you edit a heading (direct from the index, not while working on a bibliographic or authority record), the system returns you to the index screen when you have finished. Why can't this be an option after transferring items? You would need a choice of "Main", "From screen" and "To screen". Or indeed, an option to "Transfer items"? Wrong headings often come in multiples, and sometimes it is essential to delete an orphan. (Does everyone know that if you use "Skip search" when adding a heading to a bibliographic record, your record is attached to the first heading on the screen with matching content? So if you have transferred items from a wrongly tagged heading filed above the correct heading, it is *highly* desirable to bother to delete the orphan.) (Lois Beaton, University of New England)

We will add this to the development priorities for the Kinetica Cataloguing Client.

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Kinetica General

What do the different parts of activity report mean? (NSW Kinetica User Group)

There are four types of reports available : Searching, Cataloguing, Holdings and Authority Control activity. You can monitor your work performed on Kinetica by going into each of these activity reports.
The Searching activity reports how many searches you have performed through KineticaWeb, Kinetica Document Delivery, the Kinetica Client and z39.50 including the Search and Update databases. Please note that prior to April 2000 a very small number of searches were not logged correctly for Usage Reports. Your quarterly invoice reflects the correct number of searches performed.
Holdings reports all holdings updated using the Kinetica Client are included. Holdings updated using KineticaWeb have only been counted from Monday 28 February 2000 when version 3.2 of Kinetica was implemented.
Cataloguing: covers online activity using the Kinetica Client. Changes which only updated holdings, the Australiana flag and/or the authentication level are not included.
Authority Control: covers online activity using the Kinetica Client.

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Kinetica Document Delivery

There are two issues we wish to flag relating to the Document Delivery service:

  • Slow response time resulting from number of users accessing Kinetica and a high rate of "dropping out"
  • Relating to this "dropping out" we are not always aware that the system has "dropped out" and therefore assume that an item is not listed.

Both of these issues impact on the efficiency of Inter Library Loans - one is time factor, one is accuracy. (Mackay City Council Library Services)

These problems are not general to the Kinetica Document Delivery service. Users experiencing such problems should seek assistance from Kinetica Customer Services by phoning 1800 026 155 (toll free).

Slow response times: At http://www.abn.nla.gov.au/bigsis/ there is an Internet connection test tool, which allows users to test the connection between the Kinetica host and users’ PCs, revealing where problems or delays may be occurring. Kinetica staff can assist users in running the test and interpreting the results.

"Dropping out": A description of exactly what is happening (eg what error messages are being received) is needed to determine the nature of the problem. Kinetica staff can assist users to describe such problems accurately for diagnosis. They will often be able to provide the explanation or solution, or provide information for users to give their own IT support people if appropriate.

For recurring problems which Kinetica Customer Services staff are unable to solve, technical specialists at the National Library can trace and analyse a user’s session. Kinetica staff will ask users for a contact name and phone number and the technical specialist will then contact the user to arrange a test.

We would like to see the following enhancements to the Document Delivery service:

  • Preliminary rota - box/screen to shrink down when remove locations from rota.
  • Message searching.

(Interlending and Document Delivery Subcommittee, Victorian Kinetica Users' Group)

These enhancements are both high on the priority list and have gone through to the vendor. The feasibility of the first enhancement is being examined in the context of the whole rota editing process. Message searching should be available in the next version of the Web interface. A report is also being developed which will list requests with last actions which users need to see, including those with messages.

Have the rota "box" reduce in size as the rota is shortened. If this is not possible, include Up/Down/Remove buttons at the top of the rota as well as bottom. (Queensland University Libraries Office of Co-operation)

Many users have asked for this. However it would not be possible for the box to reduce in size without retransmitting the web page. It should be possible to include the Up/Down/Remove buttons at the top of the rota as well as the bottom in the next version of the Web interface (VDX-Web 2)

"All" should be the field default in the advanced keyword search (rather than "Author") (Queensland University Libraries Office of Co-operation)

It should be possible for NLA to alter the order of fields in VDX-Web 2. Some users have asked for Title to be the default.

Need the ability to "refine" search. Need a "refine search" button at the bottom of the results screen. (Queensland University Libraries Office of Co-operation)

You can do this by clicking History at the top of the screen, then Edit against the search you want to refine.

It would be good if those requests that are listed as "Not as cited" were somehow sent back to requester rather than simply given a status of "Not supplied" with a note of "not as cited" which just forwards the request to the next library on the rota. (Queensland University Libraries Office of Co-operation)

We have recommended to users to use Answer Conditional instead of Answer NonSupply for this on numerous occasions. Unfortunately we cannot delete 'not found as cited' in the list of reasons in Answer NonSupply. We will pursue this in VDX-Web 2.

How are requests that have a message attached retrieved by the other library. Not possible to search on "Message" as a status. (Example wanted to let a library know that one article that they had given a status of "shipped" had never been received. Thought message may be the answer but not useful!) (Queensland University Libraries Office of Co-operation)

We are aware that requests with messages cannot be retrieved separately from other types of actions and it is one of the high priority enhancements. In the meantime we are planning to develop an online report to address this.

Could the NUC codes be added to the end of the name of the Library in the ROTA? When searching on Kinetica and find two entries for the required item, sometimes take the NUC codes from one list and add them to the rota for the request. If the library is a KDD user, the NUC codes are not listed and it is necessary to look up the libraries to find this out. (Unusually if they are not KDD users, they just appear as NUC codes. It perhaps needs to be the other way around?). (Queensland University Libraries Office of Co-operation)

We will add this to the list of development priorities.

Inconsistency of search results has been a problem for some members. Unfortunately I can't give you an exact example, but staff have conducted a title search in KDD with 0 results only to undertake an identical search in Kinetica to find holdings. They have also reported searching on ISBN in KDD with 0 results and then searching on title and finding a match (with same ISBN). Basically, staff search KDD and then search Kinetica if there are no hits on KDD (just to make sure). (Queensland University Libraries Office of Co-operation)

If you look at the 0 hits messages you will see that 'Error' appears just above the 0 hits. This means that the Z39.50 search has failed. This could be caused by a problem connecting with Amicus or a problem with the Amicus Z39.50 server at the time of the search. Look out for the message above the 0 hits - if it says 'No Hits' then there really are no hits, but if it says 'Error' you will need to try again. (You are not charged for searches which go to Error).

Speed of changing screens is very slow (Queensland University Libraries Office of Co-operation)

We have tuned the system extensively but the Web is unfortunately inherently slower than the old text based screens, which is why we are asking for enhancements which minimise the steps users have to take. Satisfactory response time is being achieved by most users and we have diagnostic tools for analysing network performance for particular users if required.

Limited bulk updates - limited to 3 and each one must be confirmed (Queensland University Libraries Office of Co-operation)

True bulk update should be supported in VDX-Web 2.

Having to search separately on incoming messages (eg, not supplied, conditional, idle.) (Queensland University Libraries Office of Co-operation)

We are developing a report to overcome this problem.

Searches. Truncation needed. Keyword searching needed. (Queensland University Libraries Office of Co-operation)

Truncation is possible for request searching but not bibliographic searching. These are already included in the list of development priorities.

Electronic journals which are not available because of license limitations not easily identified. Suggest the holdings screen indicates if the holdings are electronic and if they are available for ILL. One member reports that they regularly get requests for electronic material they can't supply). Wastes everyone's time. (Queensland University Libraries Office of Co-operation)

The Expert Advisory Group on Access to Electronic Resources has established guidelines on the preferred text for reporting electronic resource holdings (scidirpilot.html). These guidelines include comments on the availability of an item for document delivery.

Suggest remove fields which are not used. (Queensland University Libraries Office of Co-operation)

We expect to be able to do this in VDX-Web 2.

Rota box. Problem when many holdings. Ability to select one number from the hitlist without working your way up would be useful. (Queensland University Libraries Office of Co-operation)

We have told the vendors of several problems with rota editing which need to be addressed. Selecting by number is a good suggestion.

Loan or copy. Could this be a button to select one or the other to reduce people not selecting correctly? (Queensland University Libraries Office of Co-operation)

We have already asked for this. We will see if we can get it incorporated in VDX-Web 2.

If no action after a set period of time, automatically route to the next location. (Queensland University Libraries Office of Co-operation)

This is expected in VDX 2.2 (the next version of the underlying software).

Make it so the supplier can see the date the request originated. (Queensland University Libraries Office of Co-operation)

This is not allowed in the ILL Protocol. It is assumed that the supplier does not need to know what happened to the request before going to this supplier. The Need By Date should be sufficient.

Put the audit trail at the top of the screen so you don't have to scroll down to see it and then go back to the top to proceed. (Queensland University Libraries Office of Co-operation)

This will be added to the list of development priorities for the Kinetica Document Delivery system.

Have the extra boxes not currently being used and will not be for some time removed. (Queensland University Libraries Office of Co-operation)

We expect to be able to do this in VDX Web 2.

Loan or Photocopy should be automatic and not need to be put in as you can not change a photocopy to loan (Queensland University Libraries Office of Co-operation)

Not sure which part of the system this question refers to. We are looking at ways of using the next version to automatically do some things that are currently manual.

Highlight or bold suspended locations so you do not pick then. Eg ABN highlighted libraries not using or a ampersand if suspended. (Queensland University Libraries Office of Co-operation)

This is already on the list of development priorities for the Kinetica Document Delivery system.

Need for mail page similar to ABN so would know when a library was suspended for a period of time. (Queensland University Libraries Office of Co-operation)

This is possible and the suggestion will be considered.

Date created so supplier can see when request originated, currently can only see when you receive in Incoming unless libraries put in date when nonsupplying (even then no idea how long they had). Only person who can see all with dates is Outgoing (Requestor). (Queensland University Libraries Office of Co-operation)

This is not allowed in the ILL Protocol. It is assumed that the supplier does not need to know what happened to the request before going to this supplier. The Need By Date should be sufficient. In any case, if the requester had tried other sources before trying KDD, the system couldn't indicate that.

Ability to select one number from the hitlist without going all the way through. Eg 28 on the list go straight to 25. (Queensland University Libraries Office of Co-operation)

This will be added to list of development priorities for the Kinetica Document Delivery system.

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Draft agenda Kinetica Annual Users' Meeting 2000