ILS Integration:  Ex Libris Aleph

The Aleph/ABLE™ binding interface provides cost savings to the library, eliminates errors and improves patron access.  This is a major step forward in the automation of library services.

The Aleph/ABLE binding module interface services provide,

·      ILS bar code retrieval from ABLEä using the ABLEä Z39.50 interface that automatically populates an ABLEä record with the retrieved volume information.

·      Automatic updating of Aleph volume status when ABLEä sends and receives shipments to the bindery.

·      Automatically updating Aleph with volume cost information.

Ex Libris is a worldwide supplier of Integrated Library Systems.  ALEPH 500 ILS is a market leader with 3 million users at 600 sites in 44 countries.  ALEPH 500 is an open system with a powerful Web or Windows interface.

ABLE™ binding software is owned and supported by a group of binding vendors (Acme Bookbinding, ICIBinding Corporation, Kater-Crafts Bookbinders, Lehman Bookbinding, National Library Bindery of Georgia, Ocker and Trapp Library Bindery, Mekatronics) and a software development firm (Programming Concepts)—ABLE Ventures, LLC.  The ABLE™  software is a sophisticated module for managing all aspects of binding – ordering, specification, tracking, and statistics.

The ALEPH/ABLE™  Interface utilizes an approach wherein ABLE™  is able to integrate seamlessly into ALEPH using “API services”. This allows the ABLE™  application to signal that an item has been sent to/received from the bindery, without having to manually synch the 2 systems.   There are substantial benefits to be derived by libraries as a result of this interface, including:

1.             Substantial saving in staff time by no longer having to re-key the data between systems —they just scan the item barcode.

2.             Instantaneous updates of item status, which results in library users knowing the exact status of the item(s), they are seeking.

3.             More accurate accounting of funds held by the libraries for binding work.

Basic Interface Description 

1.             The interface enables Z39.50 access of data from ALEPH to ABLE™ .  The retrieval of data needs to be on the basis of the item barcode and should include embedded holding information.

2.             The interface allows signaling of transfer of items to and from the bindery.  This will be on the basis of an ALEPH API service.

3.             Automatic invoicing.  Received shipments from bindery will include electronic invoice information.  This will be developed in phase two of the project.

There are 3 main methods to use the ABLE™  system:

1.              Server + Client on the same PC

2.              Dedicated server + client PCs accessing the server via network.  The access is through the file system.

3.              Browser access – the application is run in any web browser and access the server using TCP/IP.

ABLE™ - ALEPH Integration

The integration of the two systems, ABLE™  and Aleph, is comprised of 3 major components: 

1.                 Z39.50 retrieval by barcode

2.                 API function for seamless update of item status

3.                 Definition of internal workflows to support integration.

Z39.50

ABLE™  can retrieve information from the Z39.50 server using an item barcode.  The relevant bibliographic data plus embedded holdings information is returned to the ABLE™  server.  User specified fields such as Author, Title, Call Number, Volume, Month, Year, Issue Numbers, Pages and ISBN/ISSN are used to automatically populate fields in ABLE™.

API Function - Integration + Workflow

The integrated process with both ALEPH as the ILS system and ABLE™  as the binding software is as follows:

Example:  Serials

1. Pick items for binding from shelves.

   1. Change of process status to “In Binding Preparation” using the local system.

   2. Physically transfer item to Binding Dept.

2. Using Aleph’s item control module, create a “bound” item, including creation of a new barcode.

3. Import the information into ABLE™

   1. This will use the Z39.50 retrieval using the new Aleph barcode as the retrieval key

   2. A lot is prepared for shipment to bindery

4. Using ABLE™  – transfer the entire Lot to Bindery via the internet or diskette

   1. At this point the ABLE™  module signals the Aleph system that the items in the Lot are being sent to bindery.

   2. The change in each item will be reflected as follows:

                                                          i.      Change of process status to “In Binding”

                                                          ii.      Update Expected arrival date of item according to what was entered in ABLE™

                                                          iii.      Update order information

                                                          iv.      Create an audit trail log entry

5. Physical processing at the Bindery

6. Using ABLE™  – receive the entire Lot from Bindery via internet or diskette

   1. At this point the ABLE™  module signals the Aleph system that each item is being received from the bindery.

   2. The change in the item will be reflected as follows:

                                                          i.      Remove special process status

                                                          ii.      Update Arrival date of item

                                                     iii.      Update order information

                                                          iv.      Update library’s ABLE™  record with bindery changes

                                                          v.      Create an audit trail log entry

7. Transfer items back to permanent locations

The process for monographs is similar except that there is no need to create a new bound volume.  The entry in the lot is for a single physical item.

Cost (subject to change)

There are two licenses required over and above being both an Ex Libris Aleph license and a ABLE Library user license (from your binder),

• Ex Libris License for Aleph / ABLE Integration

• ABLE Ventures LLC License for Ex Libris Aleph / ABLE

The Ex Libris License is $7,500 per Library with a $1,125 yearly support fee.  The yearly support fee is required to maintain a valid license.