Digital Conversion Software Staff Guide 3M Library Systems 3M Center, Building 225-4N-14 St. Paul, Minnesota 55144-1000 060-A www.3m.com/library Copyright © 2000-2001, 3M IPC. All rights reserved. 75-0500-4627-7, Rev.
Table of Contents Safety Information ................................................ 1 Introduction ......................................................................................... 1 Intended Use Statement...................................................................... 1 Safety Messages.................................................................................. 1 Safety Message Format ..................................................................
Item ID Entry Via Order List........................................................... 14 Finding Library Items with Search Lists........................................... 16 Enabling the Search List Processing Option .................................. 16 Selecting the Lists to be Searched................................................. 16 When an Item ID is Found on a Search List................................... 16 Removing a Memory Card.................................................................
Safety Information Introduction We provide important safety information and warnings to assist you in understanding and avoiding potential harm to yourself and possible damage to equipment during installation and use of the 3M Digital Conversion Station Model 711 and the 3M Digital Staff Workstation Model 795.
In addition to the symbols and words explained previously, each safety message: § § § Identifies the hazard. Describes what you can and should do to avoid the risk of exposure to the hazard. Describes the probable consequences of not avoiding the hazard. DANGER means you and/or someone else WILL be KILLED or SERIOUSLY HURT if you do not follow these instructions. WARNING means you and/or someone else MAY be KILLED or SERIOUSLY HURT if you do not follow these instructions.
Safety Messages Contained in this Manual The following safety messages appear in this manual: WARNING Some devices inside the Digital Conversion Station are high-voltage devices that operate at potentially lethal voltages. To avoid exposure to high voltage and risk of electric shock, do not remove the protective panels in and on the conversion station while the conversion station is connected to a power source. Only 3Mcertified technicians should service this equipment.
CAUTION Connecting or disconnecting the display monitor while the Digital Conversion Station power is turned on may damage the monitor. To avoid damage to the monitor, make sure the conversion station power is turned off when connecting or disconnecting the monitor. Failure to disconnect power prior to connection or disconnection of the monitor may result in damage to the monitor. CAUTION The barcode scanner of the Digital Conversion Station contains a laser device.
Safety Labels We include safety labels on the devices for your safety and the safety of others. Safety labels are designed to alert you to potential hazards associated with a piece of equipment that can cause personal injury to you or others. Safety labels can also indicate the possibility of property damage. Please read all safety labels.
Safety Label Locations Digital Conversion Station Model 711 Digital Staff Workstation Model 795 For the Model 795 safety label locations, refer to a separate document, the 3M Digital Staff Workstation Site Planning Guide. 6 75-0500-4627-7, Rev.
EMC, USA, and Canada Compliance FCC Radio Frequency Rules and Regulations This equipment has been tested and found to comply with the limits for a Class A device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment.
Introduction to the Conversion Software The 3M Digital Conversion software makes it possible for you to enter library item IDs and to convert that information to be programmed to 3M™ Digital Identification Tags. The Digital Conversion software can be used on both the 3M™ Digital Conversion Station Model 711 and the 3M™ Digital Staff Workstation Model 795. Entering Item IDs The Conversion software provides several methods of item ID entry.
Search Lists A search list is a list of items the library would like to find. Search lists can include missing or lost items, items that are on hold, or items to be removed from circulation or “weeded.” Several search lists can be active at the same time. If the Search List feature of the Conversion Software is enabled, the application automatically checks to see if the item being converted is on one of the search lists you exported using DDM.
Getting Started Inserting the Memory Card If you will be using the List feature to enter item IDs or to perform searching while you convert items, you can insert the memory card into the memory card drive now, before you apply power, or at any time after the Conversion Software is running. Although you can insert a memory card at any time, be very careful when removing a memory card.
Installing Tags in the Tag Dispenser Digital Conversion Station Model 711 Before you can begin the conversion process, you need to install a roll of Digital ID tags in the Digital Conversion Station’s automatic tag dispenser. Refer to the tag loading label attached inside one of the Conversion Station doors. See the Automatic Tag Dispenser Guide.
The Conversion Process Entering the Item ID 1 Enter the item ID. You can enter item IDs via: § Barcode Scanner – This feature is available if selected in the Administrative settings. § Keyboard – This feature is always available. - Any other hardware device compatible with a keyboard wedge, such as an optical character reader (OCR), can be used. § Touch Keypad – This feature is available if selected in the Administrative settings.
Item ID Entry Via Keyboard 1 At the Item ID field, enter the item ID on the keyboard. NOTE: For Conversion Station users, do not place the keyboard on the programming surface of the unit. The tag reader may interfere with normal keyboard operation. § As you enter each character, it will appear in the Item ID field with a spacer dot underneath. This enables you to view the total number of characters and spaces. 2 Press Enter. The item ID is validated.
Item ID Entry Via Order List This feature provides an alternative to entering item IDs via the keyboard or barcode scanner. You enter item IDs by selecting them from order lists exported to a memory card using DDM. For example, a library whose items are not barcoded can use the List feature to input item IDs for conversion by exporting a shelf order list to a memory card and by selecting items from that list.
After the first item is successfully converted: § If the Auto Display Item ID List option is enabled in the Staff Settings, the application will automatically re-display the list. § § Items that have been converted will have a check mark displayed on the line. If the Auto Display Item ID List checkbox is not enabled, the main screen remains in view. Click or touch List to select the next item from the item ID list. Entering Subsequent Item IDs 1 Select the next item to be converted.
Finding Library Items with Search Lists The conversion software provides a Search List processing option for identifying items your library would like to find, such as items that are missing, lost, on hold, or to be weeded. If the Search Lists option is enabled, the software automatically checks to see if the item ID that was entered and validated is on one of the currently selected search lists (exported using DDM). See a separate document, the 3M™ Digital Data Manager Owner’s Manual.
Removing a Memory Card Always use the following procedure to remove the memory card from the memory card drive. CAUTION DO NOT remove a memory card while the activity light on the memory card drive is flashing. § If you remove the memory card before the activity light stops flashing, you may corrupt the data files on the memory card (making it impossible to read the data). § If this happens, you may have to use Windows to reformat the memory card.
Applying Digital Identification Tags to Library Items Each library item type has a very specific designated tag placement location. For example, for audio tapes, you place the programmed tag inside the case as close as possible to the spine; for CDs, you place the tag on the jewel case. After you have programmed a tag, on-screen pictures and “beep” sounds tell you where to place the tag on each library item. It is critical that you place each tag in the correct location for the item type you are converting.
Converting Different Types of Items Converting a Book 1 At the main conversion screen, press the Conversion Type button and select conversion type as “Book.” 2 Enter the item ID using one of the methods described beginning on page 13. § The Setting column on the main conversion screen displays the item ID and other information that is going to be programmed onto the tag. 3 You will receive a message to present a tag for programming. 4 Remove a tag from the mouth of the tag dispenser.
6 Place the tag on the book as indicated on the screen. Both onscreen pictures and “beep” sounds tell you where to place the tag on each library item. Tags are to be placed: § Alternately high, medium, and low in the book (Figures 5, 6, and 7). § As close as possible to the spine of the book without bending or creasing the tag when the book is shut. This ensures proper operation. § Inside the back cover of the book as specified on the screen.
Converting a Book Set A book set is a grouping of books with the same barcode. The set may include a book case. 1 Count the number of books in the set. 2 At the main conversion screen, press the Conversion Type button and select conversion type as “Book Set.” 3 Press the Book # button to display the quantity screen and then select the quantity of books in the set. 4 If there is a case for the book set, press the Case button.
Converting a Book with CD/CD-ROM Use the Converting a Book procedure, but select conversion type as “Book with CD/CD-ROM.” Converting a Video Tape 1 At the main conversion screen, press the Conversion Type button and select conversion type as “Video.” 2 Enter the item ID using one of the methods described beginning on page 13. 3 You will receive a message to present a tag for programming. Program the tag (see page 19).
Converting a CD/CD-ROM (or DVD) 1 At the main conversion screen, press the Conversion Type button and select conversion type as “CD/CD-ROM” (for both CD and DVD). 2 Enter the item ID using one of the methods described beginning on page 13. § The Setting column on the main conversion screen displays the item ID and other information that is going to be programmed onto the tag. 3 You will receive a message to present a tag for programming. Program the tag (see page 19).
Converting a Diskette The only place to install a tag would be on the diskette packaging. If there is no packaging, you cannot install a tag. 1 At the main conversion screen, press the Conversion Type button and select conversion type as “Diskette.” 2 Enter the item ID using one of the methods described beginning on page 13. 3 You will receive a message to present a tag for programming. Program the tag (see page 19). 4 Place the tag on the inside of the diskette package (see page 18).
Disabling a Tag NOTE: If you disable a tag, it cannot be reprogrammed. Reasons to Disable a Tag If an item is being removed from the library collection and sent out of the library, you may want to disable the tag. If you previously converted a number of individual items and you now want to bind the items together, you may want to disable the individual tags. Procedure for Disabling a Tag 1 At the main conversion screen, press the Conversion Type button and select the conversion type as “Disable Tag.
Staff Settings Accessing the Staff Settings 1 At the main conversion screen, click or touch the 2 button. The Staff Settings screen appears. Library staff have access to the settings on this screen. Sound Volume button The volume of the speaker can be changed by clicking or touching the screen at the Sound button and then sliding the controller up or down. Search Lists button The Search Lists window displays search lists for the Memory Card Database and allows you to enable and disable search lists.
List Information button The Database Information window allows you to review the attributes of the Memory Card Database, such as what lists exist in the database and the number of items in specific lists. The Database Information window will not be available if a database location is not specified. See the Digital Conversion Software Administrator’s Guide, Item ID Entry Tab, for more information.
Language selection Up to four languages can be displayed. These languages are selected in the Administrative Settings. If just one language is selected in the Administrative Settings, no languages will appear on the Staff Settings screen. If Language option buttons appear on the Staff Settings screen, select the desired language. Admin button When you select the Admin button, a password dialog box appears. Then the Administrative Settings screen appears.
