SERVICES OF THE ELECTRONIC CATALOGUE

There are 3 ways for the readers of our library to conduct a search in the catalogue, in addition to other ways of seeing what they are borrowing.

How to use the Browsing and Indexes module
How to use the Lists module
How to use the Search module
What is the Readers/Loans feature
Examples of Searching in the Database
FAQ
How to find...? Tips for conducting a search
Overview of the Special Classification of the Theatre Institute Library

Browsing and Indexes

This module allows you to look at the list alphabetically - using the catalogue or separate indexes, i.e. an alphabetical list of authors, titles, subjects, etc. You can choose one of four ways of conducting your search (catalogue, authorities, user records and key-words). Regardless of which method you choose, two fields will always appear - in the first field, you can scroll down the list of possibilities, and in the second, you will write the first few letters, syllables or the entire word of your search.

• Catalogue Browsing (by title) - a direct browse through the catalogue. Simply enter the first few letters, syllables or the entire word of what you want to find, and you will see an alphabetical list of documents from either the entire collection, or from the individual collections (if you are browsing in only one of them).
• Authority Index - an alphabetical listing of all existing individual authorities. An authority is considered an index of a complete phrase, name or title. It will provide you with a choice, for example, to distinguish between two different persons with the same name, or to make a search for a more exact title, etc. The Subject Headings are definite compound lexemes that clearly characterise the type of publication, often containing some data or information about the type of document. The Personal Names are alphabetical lists of either authors or persons who are related to the publication. If you know the person's name and surname, and if possible the date of birth, you can conduct a search in the index related to that particular person. A Corporate Names is the publisher or other organisation involved in the origins of the publication. The Topical Term in our entries does not occur very often; our library does not systematically use this subject characteristic. his refers to the analogy of the Subject Headings. The Uniform Title is the title in its standardised form, used primarily for musical works and always refers to the title in its original language (this does not refer to the titles of originals that are found among other titles). Titles shows the alphabetical list of titles; never directly alphabetically arranged lists, but only the titles and always the original titles and editions. Conspectus is a special term used by libraries indicating a brief systematic subject characterisation of the document. It is primarily a tool used by individual libraries when working together; to conduct a search according to the subject, it is better to use the Subject Headings. Meeting Names are not used. Suppliers refer to the names of the suppliers from whom the library purchases the books. ATI Library Classification is a specialised systemised classification system for sorting the publications from the ATI Library. The number in the parentheses shows the number of documents that relate to this authority. By clicking on the magnifier (if any), other details related to the authority will be displayed (in the name of the authorities, for instance, a brief biographical information, date and place where the person was born/died). By clicking on the authority, you can search for all entries that are related to the authority.
• User Defined Index - is instrumental to the terms that are most often searched. While the Personal Names and Subject Headings show the entire authority (compound lexeme), the Title Statement and Main Author shows the individual words in the separate collections.
• Descriptor Index - enables you to browse through the alphabetical list of individual words used in separate fields. This is different from the Authority Index that contains the complete compound lexeme; the individual words are shown and are divided according to the separate collections. The number of entries that contains the word is shown in the parentheses, and the type of collection is show in the right column. By clicking on the particular term, a list of documents that contain the desired term will appear (only in the case of the appropriate collection).

Example of Browsing and Indexes - Step by Step

Lists

After clicking on this, you will be directed to the category of Latest news and Top viewed documents. After making your first selection and entering the data, the system will search through all of the latest news that has recently occurred in the library catalogue, including the newly attributed duplicates or newly published magazine editions. Top viewed documents will show those records whose details have been most frequently viewed by our users. Example of Lists - Step by Step

Search

This module allows you to conduct a search in the database using a straightforward entry of requested terms. After selecting this module, you will be given four possibilities of conducting the search. Most of our users choose the first possibility - Catalogue Search, where you can enter the documents according to their ordinary criteria such as title, author, keyword (subject), publisher, year of issue, etc. Eventually you can choose the Global Search, where all sought terms are written into one search field. The other two possibilities (Authority Search and Advanced Search) are for more difficult inquiries or for special instances when a simple search in the catalogue for many search entries is not sufficient.

• Catalogue Search - after choosing this option, a search form with seven fields will appear - Words from Title, Authors, Corporation, Keywords (ie. Subject or "About the book"), Publisher, Year of Issue and Edition. You can enter one or more words into each of the fields as you wish. It is only necessary to enter the right word into the corresponding field (ie. enter words from the titles into Words from Title, names of the authors into the Authors field, etc.) You must write the entire word - if you want to make a search using only the first part of the word, you need to write an asterisk at the end of the word (ie. entering Novák will result in a search of the name Novák, but entering Novák* will give the results for the name Novák as well as Nováková). You can also choose whether or not you want to use diacritics (Czech characters with apostrophes), and how you would like to see the results (according to the authors, the titles or chronologically, and either in ascending or descending order). The last possibility is conducting a limited search in only one of the collections.
• Authority Search - allows you to search according to the individual words in all authorities. There is a difference between this and the Authority Index as you do not need to know the exact beginning; it is enough to simply enter a phrase to receive the authority index. From there you will be able to select the right one. The next step is similar to the Index listing - by clicking on the desired authority, you will see a list of documents that are related to it and by clicking on the magnifier, you will find more details about the authority as well as other information.
• Global search - searches in the same way as the Catalogue search, but it is not necessary to sort the search terms into the correct fields. You can simply enter all the information you know into one field. You conduct a search according to the title, authors or corporation, keywords, publisher, year of issue or edition.
• Advanced search - this is a sophisticated module used for conducting more difficult searches and obtaining results for a more advanced background research. This is not used by the average user, as it is may be very difficult for the average user to orient himself in this type of search. Most catalogues on the internet do not have this particular feature. However, we have decided to provide our readers with this option, in the event that they need to find something that other search engines are not able to locate. The system can conduct a search by combining the information according to the authority, the descriptor from field, or the exemplar data. It is necessary to first choose in what way you would like to enter the first criteria. You can scroll down in three categories - Authority, Descriptor from Field, Exemplar Data. If you want to conduct a search using an entire phrase (i.e. a complete title or an author's entire name), you should select Authority. Select Descriptor from Field if you want to conduct a search using the individual words (ie. if you don't know the complete title, but are certain about a few of the words). You can use the Exemplar Data to conduct your search if you know the call number, accession number or the bar code of the document. After choosing the category, click on Add row and a table will appear. Simply scroll down in the field (or authority) that you want to conduct your search and enter the desired term you want in the Category 1 field. You can also select whether the relation of the search is "equal to", "starts with" "or does not equal" by scrolling down in the Relation field. You can use the same method to add other rows to define other criteria. You change also the logical operator from the preset from "and" to "or". Once you have completed all the necessary information for the background research, click on Search.
• Basket - if you select individual entries (by clicking on the white box beside an entry), the selection will be put into your basket that can be displayed after you have finished conducting your search. These selected entries will not remain selected if you close the browser.

Example of a Catalogue Search - Step by Step
Example of a Global Search - Step by Step
Example of an Authority Search - Step by Step
Example of an Advanced Search - Step by Step

FOUND RECORDS

The results of all ways of browsing and searching will be presented as a list of the found records of documents. It is possible to print the individual records by indicating the record(s) you wish to print on the left - the menu below the records (if you cannot find the possibility of printing the record under the record, it is necessary to first click on the Basket, which will then show the selected records and ways you can print the information). The icon of the PDF document near the records in the next to the last column is a link to the complete text of the entire document; however, this is only accessible on the premises of the Theatre Institute. In addition to complete texts in PDF format, some records may also be available as electronic documents in the On-Line Access column. These may be digitized documents, electronic versions, or contents and annotations of the documents that are accessible only via the Internet. The digitized documents and electronic versions are available as full-texts; the difference between the two is that the digitized document contains the digitized images of each page of the entire paper document (i.e. a true copy including the graphic representation), whereas the electronic version were converted into HTML or Word format (i.e. containing the content of the document only). The electronic version usually has free access, while the digitized documents were made available through the digital libraries (i.e. Kramerius) with free access to the full texts of the works that are copyright protected, and accessible only in the premises of the particular library where the digitized copy is found.

How to Print a Selected Record - Step by Step
How to Use the Basket - Step by Step
Examples of Electronic Versions of Documents, Digitized Documents, and Documents with Electronic Contents

RECORD DETAILS

You can see the details of your search by clicking on the name of the record. This will show you the complete record of the document, including its itemized information. At the end of the record, you will find a table with the exemplars, where you will also find the call number and the accession number, where to find the document in the library, and the whether the document is available or is currently on loan. In the event that all exemplars have been borrowed, you can click on Reservation to request the document be put on hold for you once it has been returned to the library. Just simply enter your library card number and surname to reserve the document.

Examples of documents that are available, documents that cannot be taken from the premises of the library, documents on loan

Readers-Loans

This module is used for registered readers of the Theatre Institute Library. After entering your Name and Library card number, a list of all your requested loans and reservations, as well as the dates of your loans and returns, will appear. Here you can also check your Library card - its expiration date, etc. Readers can extend the dates of the documents borrowed themselves by clicking on the green icon next to each item - this icon will appear only if the document has been borrowed for a period of more than 14 days, no other reader has reserved the document, and return date has not already passed.

Example of Extending a Loan - Step by Step
Example of a Reservation of a Document On Loan

Examples of Searching in the Database

A) An example of Conducting a Search using the Browsing and Indexes

Example 1) You are looking for the play Antonius and Cleopatra. Simply click on the Browsing and Indexes, and you will see your first choice - Catalogue browsing (by title). If we select All documents in the Select index field - and enter the first part of the title in the Enter first letters of word/phrase field.

Diagram 1.1 - Catalogue browse (by title)

A list of documents that contain the first word Antonius will appear in alphabetical order.

Diagram 1.2 - An alphabetical list of documents will appear after verifying the first position.

Exmple 2) Another way of searching is to not browse the direct documents, but browse through only those documents in the titles. Again, you can search for the play Antonius a Cleopatra. This time, select the Authority index.

Diagram 1.3 - Using the Authority index

As a starting position, select Titles in the Subject headings.

Diagram 1.4 - Select Subject titles

Enter first letters of word/phrase, write antonius.

Diagram 1.5 - Entering the First letters of word/phrase

After clicking on Show index, an alphabetical list of titles beginning with the word Antonius will appear. The number in the parenthesis next to the title indicates the number of documents with this particular title.

Diagram 1.6 - After entering the First letters of word/phrase, an alphabetical list of titles will appear.

The documents with that title will appear when you click on the title. Here, you can see that this way of browsing is much different from the previously way of browsing where an alphabetical list of documents with the desired title; here only those documents containing the title Antonius a Cleopatra appears. Documents with other titles (here with other spellings) are not included in the list.

Diagram 1.7. - An alphabetical list of searched documents appears after clicking on the particular title

B) An example of News

Choose News from the Lists.

Diagram 2.1. - Selecting the possibilities from News

This will automatically display the latest events that have occurred over the previous month. But you can still find the amended data of new documents in a shorter time interval. You can also limit the latest news to find a particular type of document.

Diagram 2.2 - Enter the Time span

All documents that have recently been added to the collections of the library, including magazines, will be included in the record.

Diagram 2.3 - Results of News search

C) An example of conducting a search using the Catalogue Search

Example 1) You would like to find the play entitled Bouře - the Czech translation of William Shakespeare's play "The Tempest". In the Search module, select Catalogue Search.

Diagram 3.1 - Various possibilities of the Catalogue Search

A search form will appear, and you will write the word Bouře in the Words from Title field and write Shakespeare in the Author field. Then click on Search.

Diagram 3.2 - Entering search criteria

In the search results, only Bouře from William Shakespeare appears; if you used only the first way of searching (browsing in the index according to the title), you would also find Bouře written by A. Ostrovský).

Diagram 3.3. - Search results

Example 2) You would like to conduct a search for only new editions of the Czech translation of The Tempest. Here, you follow the same instructions as in the first example, but enter 200* in the Year of issue field - the asterisk indicates an extended search on the right side, ie. it will search for records from 2000 to 2009.

Diagram 3.4. - Inquiry with an extended right-hand search

The search results are fewer and include all records from 2000 - 2009.

Diagram 3.5 - Search results with the limited search.

D) An example of conducting a search using the Global Search

Diagram 4.1 - Global Search

You will conduct the search in the same way as you conduct a Catalogue Search, but you simply need to write all the words and phrases into one field. We are using the same example of conducting a search for the Czech translation of Shakespeare's The Tempest published between 2000 and 2009.

Diagram 4.2 - An inquiry in the Global Search

There is one extra record in the search results, in comparison to the previous search. During this search, we do not limit the search precisely in the Global Search to the exact location of where the text should be found. The engine found a record in 2007 that was presented near the translator. It is possible to say that the Global Search is much less accurate than the Catalogue Search.

Diagram 4.3. - Results of the Global Search

E) An example of conducting a search using the Authority Search

You don't know the exact title, but you know the title contains the word "čtyřech". This means that you cannot use the Browse index because you don't know the beginning of the title. The Catalogue Search will also search for records with "čtyřech" in the subtitle, which would contain all theatres play that have "o čtyřech jednáních (in four acts)", etc. In this case, use the Authority Search.

Diagram 5.1 - The possibilities of an Authority Search

In the search form, enter čtyřech as the Keyword, and select Titles as the Type of document.

Diagram 5.2 - Entering the search criteria

By clicking on the Search button, a list of titles containing records with the word čtyřech in the title will appear.

Diagram 5.3 - Authority Search results

From the search results, you can select the right title and by clicking on the record, you will find more information about the desired play.

Diagram 5.4 - Selecting a particular authority

F) An example of conducting a search using the Advanced Search

Diagram 6.1 - The possibilities of an Advanced Search

After selecting Advanced Search, an empty form will appear.

Diagram 6.2 - the search form for background research

You must first determine the individual conditions for the background research form. In this particular example, we are looking for a comedy for two men (2 muži) and one woman (1 žena). In the first field, select the Authority in the Category field and click on Add row to add the first condition.

Diagram 6.3 - Adding the first conditional row

You want to add a condition that will signal the Search engine to look for a play with two men and one woman. Select Subject Headings in the first field and write muži:2 in the Category1 field.

Diagram 6.4 - Defining the first authority or condition

ZnClick on Add row and add the second authority in the same way as you defined the first authority. This time, write ženy: 1 into the field.

Diagram 6.5 - Defining the second authority

When adding the third authority, you must first select the Descriptor in Field and then click on the Add row button.

Diagram 6.6 - Add third row

Choose Index term - genre/form in the Descriptor in field.

Diagram 6.7. - Defining the third authority

In the Category1 field, type the word komedie. With this definition, the Advanced search is now complete and you can click on the Search button.

Diagram 6.8 - The resulting advanced search

G) Printing the Searched Documents

If all documents are of interest to you, you can print all records contained in the search - you simply need to click on the Select Search result list.

Diagram 7.1. Search results - how to select all search results

After selecting the records, a box containing the number of records will appear. The selected records will then again appear this time with all the records selected. You can see next to the number of the record. The records are now saved in your Basket - more information is in red.

Diagram 7.2. Selected records

You can then click on the Save/Print button.

Diagram 7.3 Selected records

A new window will appear. Here you can scroll down from the Template selection.

Diagram 7.4 - Making the Template selection

The selected records will be displayed in print format after making the Template selection.

Diagram 7.5 - List of documents to be printed

H) Example of the Basket

Let's say, you would like to borrow copies of the plays Bouře and Hamlet. First, you need to search the catalogue to find the records of the play Bouře by William Shakespeare and check the box(es) next to the record(s) that you would like.

Diagram 8.1

After, you need to again click on Search (in the upper blue menu) and in this Catalogue Search enter Hamlet into the Words from Title field and Shakespeare into the Authors field.

Diagram 8.2 - Enter the title Hamlet into the search form

After, click on the Search button and in the search records, we will see the list of plays entitled Hamlet that you are looking for.

Diagram 8.3 - selecting several plays of Hamlet

After selecting the plays, click on the View Basket button

Diagram 8.4 - View Basket button

Only those documents that you have selected (Bouře in the first search and Hamlet in the second search) will be included in the records.

Diagram 8.5 - Viewing the Basket

You can now continue - to add or remove other documents from the Basket. All of the records will remain in the Basket, unless you Empty the Basket or close the browser.

I) Record Details - Examples of documents that are available, documents that can be borrowed and documents that can only be viewed in the Study Room of the Theatre Institute

If you click on the title of any document that you have selected, you will see the details of the record, including a table with exemplars. If Available is written in the Volume disposition column, then no one has borrowed that document and the document is available. The documents that are for study room purposes only (those that cannot be removed from the premises) will have study room only written in the Volume disposition column. The location of where to obtain the exemplar will be indicated in the Location column: přír.B is the magazine reading room located on the 1st Floor of the Theatre Institute, přír.K is the Study Room located in the entrance near to Štupartská Street, pres - skladiště (storage racks) and the Theatre Institute lending services). On loan will be indicated in the Availability column of those documents that are not available.

Diagram 9.1 - An example of a document that is available

There are two copies; both can be taken out of the Theatre Institute library.

Diagram 9.2 - An example of a document on loan

There are two copies; the first can be viewed only in the study room located near the entrance Štupartská Street) and the second can be taken out of the library, but is currently on loan. For this reason, the Reserve document button is located below the table.

Diagram 9.3 - An example of a document that is available

There are two copies; one is on loan, and the other is available.

Diagram 9.4 - An example of a document that is available only in the Study Room.

You can click on the "Show full text (archive)" button next to the document in the last row of the table. The complete text of the document will open in PDF format. (This will only occur in the Study Room of the Theatre Institute - never outside of the premises!)

J) Module of the Readers/Loans - Examples of Extending a loan, Reserving a document currently on loan

Example 1 - Extending a Loan

After selecting Readers/Loans, a page containing the application information will appear. Here it is necessary to enter the Card number and surname of the cardholder. Make sure to include the Czech characters.

Diagram 10.1 - Logging on

After logging on, the Reader´s account will appear, including all loans and reservations, including the expiration date of the card, etc. It is evident that the loan should be returned in two days. By clicking on the green arrow in the left column next to the title of the book, you can request to extend the loan.

Diagram 10.2 - Reader's account with one book on loan and the Request for extension button.

After clicking on the green button, a confirmation will appear.

Diagram 10.3 - Confirmation of extension

Diagram 10.4 - Reader's account with a loan extension - the icon to extend the loan has disappeared, and the return date has also been extended.

Example 2 - Reserving a Document that is currently On Loan

After various ways of searching for the play Písek by Arnošt Golflam, we discover that it is unavailable. The play is On loan, and the Reserve button is at the bottom of the screen.

Diagram 10.5 - Details of the record can be seen by clicking on Reserve

After clicking on Reserve, the Reservation form will appear.

Diagram 10.6 - Reserving a document

Fill in the Card number and name of the Card holder and click on OK. The confirmation for the reservation will appear.

Diagram 10.7 - Confirmation of reservation

This reservation was successful taking into account all the criteria for extending the reservation. The system then automatically extends the real reservation (including information in the Reader's account) during the nearest of the loan protocol, that can possibly be affected by the inactivity of the library (holidays, evenings, etc.) and eventually be considered overdue.

K) Found Documents – Examples of Electronic Versions of Documents, Digitized Documents, and Documents with Electronic Contents

Example 1 – Electronic Version of Documents

Diagram 11.1 - Link to the Electronic Version

The Electronic Version (Elektronická verze) is a link that will appear in the Online access column. By clicking on the icon, you will be directed to the Václav Havel Library website where you can download a PDF format of the text.

Diagram 11.2 - Document ready to be downloaded from the Václav Havel Library

Example 2 – Digitized Document

Diagram 11.3 - Link to the digitized document

The link to the Digitized Document (Digitalizovaný dokument) can be found in the Online access column. By clicking on the icon, you will by directed to the records of the Kramerius system in this case the digital collections of the Municipal Library of Prague.

Diagram 11.4 - Bílá nemoc by Karel Čapek

One can click on each of the pages under the bibliography records – if we select the title page, we will see the information from that particular page and have the possibility of viewing the page in JPG format.

Diagram 11.5. - Details of the page

After clicking on the Page Image, the image of the title page appears.

Diagram 11.6. - Title page

Example 3 – A Document with Electronically Accessible Content

Obr. 11.7 - Link to the contents

Contents (Obsah) is found in the Online access column. By clicking on this, a scanned copy of the document in PDF format accessible via the internet will then open.

Diagram 11.8 - Contents of the collections on the National Library website

Frequently Asked Questions

Is it possible to order documents electronically?
NO - it is not possible. Our library processes the loans in no time at all; therefore it is not necessary to order the documents a few minutes or a few hours in advance. Placing the requested documents that are ordered in advance would downgrade our system - the process of lending the books would slow down, and there would also be an increase in the percentage of documents not picked up in person by readers because the documents had been put on hold electronically.

Is it possible to reserve the documents via the internet?
YES - The Reserve button appears on those documents currently on loan. By clicking on the button and entering your personal information, you can reserve the document.

Why can't I extend my loan?
There are several reasons why this has happened - a) you don't have the documents reserved for a sufficient amount of time (the system enables you to extend the loan up to two weeks), b) the due date has passed (but all is not lost - you can discuss this in person with the librarian, but it´s better to take care of this before you receive the reminder), c) another reader has reserved the document, d) you have exceeded the number of times you can extend the reservation (it is only possible to extend the reservation 3 times. If you need the document for a longer period of time, you must return it, and take it back out again).

I cannot see the Full Text - why?
You will be able to see the full text only on the premises of the Theatre Institute Study Room. The full text cannot be seen on a computer outside of the building. This is due to the protection of the author's rights.

What is the best way to print the search record?
To protect yourself from printing something you don't want to, i.e. the graphic elements or a record that you don't want, it is best to mark the records individually, or all, and then can print them. For more information see following example.

Can I extend my loans myself?
YES, if you have documents on loan for a period of longer than 2 weeks, no other reader has reserved the document, you have not exceeded the maximum limit of having the document on loan, and you have not extended your reservation 3 times, you will see a green icon with an arrow next to the document you currently have on loan. By clicking on the icon, you will be able to extend your loan.

How to Search? Tips for Searching

How to find a certain play or book?
If you know the exact title of the book, use the Browsing and Indexes - after choosing Catalogue Browsing (by title), simple enter the first part of the title and click on the title you are looking for. If you don't know the exact title, use the Search module and enter the words that you know from title into the field. If you can't remember any word from the title, or if there are too many words, try searching for the document by the author.

How do I find documents from a certain author?
There are two possibilities - either choose Indexes and select Authority Index and Personal Names, or use the Search module and fill in the information in the Author field. The second alternative is simpler but not as precise - the records of two authors of the same name or records will appear in the selection, but it may contain the names and surnames that are not related.

How can I find a play that has been translated by a certain person?
Conduct your search using the Search module. If we are speaking about a certain play, enter the name of the play into the Words from Title field and the name of the translator into the Author field. If it isn't in your favour to use the title of the play as search criteria (i.e. you are not certain of the exact translation of the title), you can choose to enter the name of the author and translator into one search field. The results will include all the plays by the certain author that have been translated by the requested translator.

How can I find a play that was written for a certain number of people?
It is possible to search for a specific cast, including the breakdown of the male and female roles. Conduct an Advanced Search. This is a more difficult search, and you can find more information by looking at the following example.

How can I find a document about something?
Use the Search Module and enter the theme (what the document is about) in the Keyword field. The keyword can be the name (the system will look through the monographs and status about something) or a particular subject. If the system doesn't discover anything, you can try another variation - a broader theme. Here you can look under the Descriptor Index, where you can find the appropriate terms that are in the system's database.

Does the Catalogue Search seem difficult?
Use the Global Search - you can enter everything you know about the document into one field.