I. Introduction to INLIS Lite V3
This manual details the functionalities of INLIS Lite V3.0, an integrated library information system (ILIS). It's a PHP open-source application designed for managing library resources and services. This document is intended for both library staff (users) and administrators, providing guidance on data entry, retrieval, reporting, and system administration. Understanding this manual is crucial for efficient library operations and leveraging the full capabilities of INLIS Lite V3.0. The manual covers various modules, including acquisition, cataloging, membership, circulation, locker management, surveys, and reporting, offering step-by-step instructions and screenshots for each process.
II. Terminology and System Launch
The manual begins by defining key terms such as 'shortcut,' 'application,' 'CD-ROM,' 'data,' 'copy,' 'font,' 'code,' 'upload,' 'file,' 'delete,' 'edit,' 'update,' 'link,' and 'database,' clarifying any potential ambiguity for the technical audience. Subsequently, it provides a detailed guide on launching the INLIS Lite application, including login procedures, password changes, and logout processes. It emphasizes the importance of using correct usernames and passwords, and provides instructions on what to do in case of incorrect login credentials. Crucially, the user account access levels are outlined, highlighting the different functionalities accessible to each user role (e.g., administrator, acquisition staff, cataloger).
2.1 System Startup
The section covers the initial steps involved in accessing INLIS Lite. It explains how to locate and launch the application via a shortcut. The process of accessing the backoffice and logging in with appropriate credentials is described in detail. It's clearly illustrated with screenshots of the login screen and the subsequent main dashboard. This section ensures a clear starting point for the users, making the transition to the software seamless and error-free.
2.2 Logout and Password Change
This section emphasizes security protocols by providing instructions on properly logging out of the application and periodically changing passwords. The step-by-step instructions, supported by screenshots, make the process straightforward and user-friendly. The importance of regular password changes for security is highlighted, addressing a critical aspect of system maintenance and data protection.
III. User and Administration Modules
INLIS Lite's functionality is divided into two main sections: user modules and administrative modules. User modules encompass acquisition, cataloging, membership, circulation, locker management, surveys, digital collection services, and reporting. These modules allow library staff to manage daily library operations. Administrative modules involve setting up and configuring various aspects of the system, including cataloging parameters, acquisition settings, membership details, circulation rules, locker configurations, OPAC settings, and general system settings. It highlights the interdependency of these modules and suggests that administrative settings should ideally be configured before user modules are heavily utilized. However, the possibility of adjusting settings mid-operation is also acknowledged.
IV. Acquisition Module
This section details the acquisition process, starting with the creation and management of source data (suppliers and donors). It moves on to adding new collections, with a detailed description of data fields such as item type, quantity, source, and accession number. The use of automatic and manual accession number generation is explained, along with the options for importing data from Excel spreadsheets. The section also includes processes for managing collection requests, periodic collections (bound volumes), and quarantined items. This structured approach guides users through all stages of acquisition.
4.1 Data Entry and Management
This subsection provides a comprehensive guide on entering collection data. It covers manual data entry, automated number generation, and data import from Excel. Clear instructions and accompanying illustrations guide users through the process of populating required fields and selecting appropriate options from dropdown menus. It also highlights the significance of maintaining consistent data entry for database integrity.
4.2 Special Features
This subsection focuses on specialized functionalities within the Acquisition module. It covers procedures for managing collections of serial publications, tracking collection requests, and handling quarantined items. These procedures are essential for maintaining the library’s inventory and managing the flow of materials efficiently. Detailed steps and illustrative examples are provided for each process.
V. Cataloging Module (Sections 2
This module describes the procedures for cataloging library items. It covers manual catalog entry, copying catalog data via MARC code conversion, searching and displaying catalog data, uploading cover images and digital files, exporting catalog data in various formats (Excel, Word, XML), and printing catalog cards and labels. The section also details functionalities for managing digital content and using the cataloging 'shopping cart' and quarantine features. The integration of RDA (Resource Description and Access) standards is also mentioned.
VI. Membership Module (Sections 3
This section covers member registration, management, and reporting. It details the steps for adding new members, searching for existing members, editing member profiles (including photo uploads), and generating member cards. It also includes features for importing member data from Excel files, tracking donations, managing membership renewals, and utilizing a member 'shopping cart' feature. The detailed description of data fields, along with illustrations of the user interface, will ensure ease of use for library staff.
VII. Circulation Module (Sections 4
This module focuses on the library’s circulation system, covering borrowing, returning, and managing overdue items. It explains the process of recording loans and returns, utilizing barcode scanning, generating transaction receipts, and handling overdue items. It also covers features for managing member borrowing history and creating reports on circulation data. The manual also includes sections on RFID-enabled circulation, stock opname, and managing member violations, offering comprehensive guidance for library staff.
VIII. Locker Module (Section 5)
This module details the management of library lockers. It explains how to record locker assignments and returns, handle lost or damaged keys, and generate transaction reports. This includes procedures for both borrowing and returning lockers, with clear instructions and accompanying images illustrating each step. Furthermore, it guides users on accessing and utilizing reports related to locker transactions.
IX. Survey Module (Section 6)
This section describes the creation and management of surveys using the INLIS Lite system. It covers setting up different question types (multiple choice, essay), designating responses as mandatory or optional, and controlling who can access the surveys (members only or all visitors). The section also explains how to view survey results in both tabular and graphical formats. This functionality helps libraries collect valuable user feedback for continuous improvement.
X. Reporting and Administration (Sections 7-19)
This part of the manual is dedicated to reporting and administrative functions. While specific details are not fully provided in the excerpt, the table of contents suggests the presence of detailed instructions for generating various reports, navigating advanced search options, and managing the system's settings. This includes configurations for acquisition, cataloging, membership, circulation, lockers, OPAC, and general system settings. Additionally, the integration of SMS gateway for notifications is also mentioned.
