Library
What is the LGNZ Online Library
The online library is a catalogue of online resources. Users access these resources by using a search engine. Just like a physical library, the library catalogue search does not search the content of the items, it searches the catalogue information (metadata) of an item.
So there are two steps to uploading a new item to the library
- Upload the new item either a PDF, an external website link, or make a new website page.
- Catalogue the new item enter publication metadata (Author, Publisher, Abstract etc).
Uploading A New Item
First you need to login to Kea and go to the website admin screen,
Choose Aqusistions to add a new item.
You should get the add new item screen.
After entering the item details (these are different for each item), you should get a success screen. Now it is time to catalogue.
First, the system will check to see if there is already an item in the database with the same title. If there are no items with the same title, you will get a continue button.
Now we enter the primary item information. Note the mandatory fields
Now we enter the file information, this is used to identify each file that makes up the item (see below Items with multiple files)
Once you hit save, your item is added to the library database and will display in the catalogue. You will be taken back to the first screen.
Uploading A PDF
When uploading a PDF there are a few rules you need to adhere to.
- Make sure the PDF file name has no spaces and only uses number, letters and hypens. e.g gambling-lottery-report.pdf is OK, Gambling & Lottery Report.pdf is not.
- Try to keep the file names short and pithy. The file name is used as a link on the details screen. Whilst there is no limit on the number of characters you use, if you make the filenames too long, they can be hard to read.
- Keep the filesize down, where possible optimise your PDF for web delivery. Try to avoid the use of watermarks in your documents and optimise your PDF for SCREEN not PRINT delivery. If the pdf is still too large (over 300kb is large), try breaking the item up.
One Document With Multiple Parts
You can upload a large document in parts. See Reserves Act for an example.
These documents all share the same document name and metadata, but each chapter and appendix is broken up into a seperate file. This is good practice.
To upload a document in parts, you need to make sure that when you upload the document, that you use the same title for each part.
Example.
We are going to upload another chapter of the Reserves Act, chapter 2.
First, we go to the live page for this document, and copy and paste the title off the web page. This will ensure that we get the right document.
Secondly, we go to the add new pdf screen. Select the title field and paste the Document Title, now we go to the file field and choose our file from our local drive.
Click upload and we should get a Success screen, click catalogue.
When we get taken to Koha, we should get a message that says we all ready have a document with this title in the catalogue.
We then get the option to either add the file to this item, or create a new item.
If you do not get this screen - STOP! You have most likely not entered the correct document name.
If we select add to this item, we will get a screen showing all the other files attached to this item. You will need to enter the Publishing Year, Publisher and Volume information.
The files for an item are sorted for display by their Volume in alphbetical order. You can force the order by using numbers before the Volume, e.g. 1. Foreword, 2.Chapter One
When you click save, your item will now show in the library, and you will be taken back to the library admin screen.
Last updated: August 2008
