Attachment 04 - Data Entry Guide.docx

Attachment 4 Database Data Entry Guide for Relais Customer Records

A. Formatting Rules

1) All Records. These rules apply to patron, library and supplier records

2) Use the abbreviations from the standard abbreviation list when entering addresses.

3) Do not use punctuation marks (periods, commas, hyphens, apostrophes) with the exception of the following

a. Use slashes to separate the parts of a USDA agency in an address field (ex: USDA/ARS/NAL)

b. Use commas to separate distinct parts of an address in the same field (ex: 17 Airport Rd, PO Box 2033 or Bldg S122, Room 12)

c. Use hyphens to separate the two parts of a zipcode (ex: 2075-5107)

4) If the address is in the United States leave the country field blank

5) Always use the standard 2 letter abbreviations when entering US states in the state field. Use the standard 2 or 3 letter abbreviations when entering Canadian or Australians states. Enter the entire state name when applicable for addresses from other countries; if the state name is more than 7 letters long include as part of the Address 2 field.

6) When address information is being divided between the two available address fields put the street address and/or post office box in the address 2 field and the other information (such as building name or number, or room or suite number) in the address 1 field. When only one address field is being used, enter all address information in the address 1 field.

7) Fields which will be transferred into Voyager have maximum field lengths assigned to them (see the tables below). Make sure that the data in these fields does not exceed this maximum.

B. Patron Records

These rules apply to patron records only

1) Relais Enterprise automatically assigns a patron ID when the online form is submitted. All patron IDs are numeric. If you need to manually register a patron, assign them an 8-digit ID beginning with 8. Check the Relais database to identify the last manually assigned ID number and assign the next number in sequence.

2) Enter the USDA department in the Department field. Choose the correct abbreviation from the drop down menu. If no selection from the drop down menu is appropriate and a new category is needed, contact the COR.

3) Do not enter titles (Dr, Professor, etc.) as part of a patron name.

4) For USDA patrons, enter their agency information (as much as available) at the beginning of the address 1 field (ex: USDA/FS/NERS)

C. These rules apply to library records only

1) If a library uses OCLC or Docline to place requests, use their OCLC or Docline symbol as their library symbol. If a library uses more than one method of submitting requests (OCLC and Docline, for instance) choose the symbol most frequently used. Do not create a separate record for each symbol if both are for the same address.

2) If a library submits their requests through the web form rather than OCLC or Docline assign a numeric library symbol. Numeric library symbols should be 8 digits and start with a 9. If a library already has a record based on an OCLC or Docline symbol do not create a separate record for other types of requests.

3) Use the abbreviations from the standard abbreviation list when entering institution names and library names. In the library name field, the word “library” may be entered in full if there is enough space to do so. Otherwise, abbreviations should always be used in both fields.

4) When a personal name forms part of a library name omit the first name or initials from the name. When a personal name forms part of an institution name include the first name or initials unless the name cannot be fit into the maximum field length without omitting them. Example: for “M.D. Anderson Cancer Center” use “Anderson Cancer Center.”

D. Required Data Elements

1) Relais patron and library records consist of multiple tabs to hold different kinds of information. Be sure to access all data entry screens in order to enter all the required information.

a. Patron records consist of Registration (default screen), Statistics, Billing and Login tabs.

b. Library records consist of Registration (default screen), Statistics, Billing, Contact and Login tabs.

c. Supplier records consist of Registration (default screen), Contact, and Alias tabs. Only the Registration screen is required for NAL supplier records. Contact information may be added if available but is not required.

Required Data Table for Library Records

Library Registration Screen

· If the library registered online and has no symbol, Relais will assign an 8-digit number that begins with 1.

· If the library is registered manually and has no symbol, assign an 8-digit number that begins with 9.

· Use standard abbreviations list.

· The institution name is used for “last name” login name on both the Voyager and Relais login forms. The field length for the User ID field is 20 characters so the institution name cannot exceed that even though the field will accept more than 20 characters

· Do not use “&” because it cannot be processed by the login form

· When a personal name forms part of a library name omit the first name or initials.

· Enter information such as building name or number, or room or suite number here.

· If only one line is needed for the street address use this field.

· Enter street address and/or post office box here.

· If only one line is needed for the street address us Street 1.

· For other countries, enter the state information in full here or include it in one of the address fields if it is too long to fit here.

· For U.S. addresses leave blank.

Deliv Email

· Address should be filled in if registration was done via web form.

· Any changes to the email address have to be repeated in the messaging email field.

Messaging Method

· Default=email

Messaging Email

· Repeat delivery email address unless customer specifies a different messaging address.

· This field also needs to be updated whenever changes are made to the deliv email field.

Library Statistical Information Screen

OCLC

· Enter OCLC symbol if available

Docline

· Enter Docline symbol if available

Loan Code

· Choose USA from the drop down list

Library Billing Information Screen

Address Fields

· If a separate billing address is provided it should be entered here. The data entry rules and field length restrictions for the main address fields also apply here.

Billing Type/Billing Rate

· If library type is C, F, H or T use Billing Type “No Charge” and Billing Rate “Free”

· If library type is D or L and library will be billed through NTIS use Billing Type “Invoice” and Billing Rate “Standard Charge”

· If library type is D or L and library will be billed through IFM use Billing Type “IFM” and Billing Rate “Standard Charge”

· If library type is I and library will be billed through NTIS use Billing Type “Invoice” and Billing Rate “International Charge”

· If library type is I and library will be billed through IFM use Billing Type “IFM” and Billing Rate “International Charge”

· If library type is U, E, P, R, or W use Billing Type “USDA” and Billing Rate “Free”

· If library type is “A” use “Billing Type “Aglinet” and Billing Rate “International”

Library Contact Information Screen

· International: 011+country code+ xxxxxxx

Contact Email

· If different from delivery email

Library Login Information Screen

User ID

· User ID should be the same as institution name

Password

· Password should be the same as library symbol

Confirm Password

Required Data Table for Patron Records

Patron Registration Screen

· Use standard abbreviations list.

· If surname consists of 2 words do not leave a space between them (ex.: enter Van Buren as VANBUREN).

· If name contains punctuation (such as hyphen or apostrophe) remove it.

· The surname is used for “last name” login name on both the Voyager and Relais login forms. The field length for the User ID field is 20 characters so the surname cannot exceed that even though the field will accept more than 20 characters

· If the person is registered manually, assign an 8-digit number that begins with 8.

· International: 011+country code+ xxxxxxx

Branch

· Use for ARS patrons to indicate their ARS Area. Choose correct area from drop down list.

· Enter information such as building name or number, or room or suite number here.

· Include USDA agency/unit information in this field.

· If only one line is needed for the street address use this field.

· Enter street address and/or post office box here.

· If only one line is needed for the street address us Street 1.

· For other countries, enter the state information in full here or include it in one of the address fields if it is too long to fit here.

· For U.S. addresses leave blank.

Deliv Email

· Address should be filled in if registration was done via web form.

· Any changes to the email address have to be repeated in the messaging email field.

Messaging Method

· Default=email

Messaging Email

· Repeat delivery email address unless customer specifies a different messaging address.

· This field needs to be updated whenever changes are made to the deliv email field.

Patron Statistical Information Screen

Loan Code

· Select USA from the drop down list

Patron Billing Information Screen

Billing Type/Billing Rate

· If patron type is U use Billing Type “USDA” and Billing Rate “Free”

· If patron type is not U consult COR.

Patron Login Information Screen

User ID

· User ID should be the same as patron’s surname

· This field is blank if patron type is “ineligible” – that is, visitor, USDA Retired, or CIRLA walkin (code=X)

Confirm Password

Required Data Table for Supplier Records

· For foreign libraries create supplier codes based on their country followed by an abbreviated version of the supplier name.

· If a supplier is frequently used and you want it to appear near the top of the supplier list begin the supplier code with an !.

· If supplier is an Aglinet library assign a supplier code of AG followed by a space and their Aglinet symbol.

Supplier Contact

· If available

Supplier Category

· Select “External”

· Otherwise, enter street address using standard abbreviations from attached list.

· For other countries, enter the state information in full here or include it in one of the address fields if it is too long to fit here.

· For U.S. addresses leave blank.

Email

· International: 011+country code+ xxxxxxx

Request Format

· Select “Relais” from drop down list

Request Method

· Select appropriate method from drop down list.

· For fax requests select “Mail” rather than “Fax” and ensure that fax number appears in street 1 field.

Standard Abbreviations List (to be used without punctuation)

Definition of ARS Areas