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Frequently Asked Questions

General

Who can benefit by using ResourceMate® ?

• Organizations: Corporations, small to medium-sized businesses with resources to track, associations, non-profit organizations, churches, synagogues, toy libraries, historical societies, museums, hospital libraries, county libraries and more.
• Schools: Elementary and High schools, Private schools, Christian Schools & Academies, Special or Department collections in Colleges and Universities.
• Professionals: Doctors, Lawyers, Therapists, Clergy, Youth Workers, Music Directors, Professors
• Collectors or frequent buyers of: Books, Tapes, CD's, DVD's, Videos, etc. - anything collectable.

How can they benefit from ResourceMate® ?

• Stop losing money by forgetting to whom you lent items from your collection. For many organizations this savings can pay for ResourceMate® in one year.

• Make your library or collection searchable on the World Wide Web for only $99 using our Web Search product. Search multiple collections with Web Search Inter-Library ($99 per library).

• Catalogue, Search and Report on: Books, CD's, Audio Cassettes, DVD's, Video Tapes, Files, Magazines, Journals, Stories, Sermons, Songs, Scripts, Reports, Photos, Slides, Manuals, Inventory of any resources. Add your own resource types!

• Load extensive subject information (great for Hymnals, Song Books, Scientific Documents).

• Keep track of what you own and avoid unintentional duplicate purchases.

• Keep track of what you plan to purchase or read. Keep a list of what needs to be repaired.

• Make notes on items and keep track of creative ideas, opinions and evaluations.

• Record and update current replacement value (great for insurance purposes).

• Track items which are checked out or in current use, track who is waiting to borrow a particular item.

• Print reminder notices of items checked out and easily extend check in date.

• Search for all items related to a particular subject. Combine several searches into one to find just the items that match all criteria. Search and report on any entered information (e.g. Author, Replacement Value, Number of Times checked out, Purchase dates, Notes, Personal and Customized fields, etc.).

• Librarians - save redundant typing time by producing labels and cards, listings or use ResourceMate® completely on-line.

• Re-print a label or card without having to print the whole set. Customize information entered to the user’s specific needs.

• Customize reports to your specific needs.

• Import cataloguing data directly from the free Library of Congress web site (and other sources including Amazon) - our most popular feature!

• Categorize resources (e.g. Staff Training, Consultant Reports, Counselling, Marriage, Family, Commentaries, etc.).

• Scan information from table of contents, entire articles, lyrics of songs, etc. into the notes field (Copy and Paste fully supported).

• In the Plus version of ResourceMate® store many multimedia objects (sound file, video clip etc) in each catalogued item.

What makes ResourceMate® unique?

• Library or collection can be made searchable on the World Wide Web for just $99 with our Web Search product.

• Using Web Search Inter-Library ($99 per library), multiple collections can be searched at once.

• Isbn Retrieval / Import from Internet / Library search can speed up your data entry process by about 5x. This is a very popular feature of ResourceMate®!

• EntryMate™ service allows incredibly fast initial cataloguing of the library using bulk importing of the bibliographic data after you supply us with just the ISBN numbers. (Import from EntryMate™ File is a feature of the Plus version but Regular users can merge the data file for $60.)

• Designed for the 100 to 15,000 item library or collection (yet there is no actual limit - click here to learn more).

• Entering unlimited Subject keywords per item allows extensive, flexible cross-referencing and search capabilities.

• Flexibility is provided with unlimited customizable fields that the user can set up for specific applications.

• Find items based on any entered information including your own user-defined fields.

• All reports can be customized for your specific needs.

• Automatic waiting list management is a handy feature of ResourceMate®. As items are checked in, the automatic waiting list lets the librarian know who is waiting to check out the same item.

• ResourceMate® will automatically handle multiple copies of the same item.

• Notes and comments (unlimited capacity) can be added for each item entered. Optionally, Librarian notes and comments can be seen by library users in their search results.

• Lists of items To be read, To be bought, To be repaired, etc. can be accumulated. Create your own item Status values.

• Reminder notices of items on loan can be e-mailed or mailed out in #10 window envelopes.

• Current, up-to-date replacement values for insurance purposes can be maintained.

• Ability to add as many different resource types as you want -- books, videos, tapes, files, sermons, and more. The use of ResourceMate® is only limited by “your imagination”.

• All field labels (Title, Series, Sub-title, Author, Second Author, Third Author, Date Published, Publisher, # of Pages, Subject descriptions) can be customized for each different resource type (i.e. Author for Books, Artist for CD's, Director for Videos).

• Users of the library can use the Patron search screen (OPAC) and/or self check out without access to the full system; this ensures protection of information.

• With ResourceMate® Plus, data entry can be done on several computers, transferred to the main computer, and merged into the main database. Plus has many other features as well.

• The price of only $195, for the Regular version, is unique for a product that does so much.

Do I have to enter my entire library before I can benefit from ResourceMate®?

No. You can instantly save time by having ResourceMate® do the work of generating multiple library catalogue cards and labels (a tedious job at the typewriter).

You may also begin by entering only those items which are already checked out. With this information, you can then remind yourself of patrons with items checked out and begin saving money on lost or misplaced books, videos, CD's, etc.

How can I speed up the process of entering all of the books in our library?

ResourceMate® Plus: One of the features of this more advanced version of ResourceMate® allows several people to enter items into their home computers, transfer to the main computer, and merge those items into the main computer. This feature allows volunteers or committee members to help in the process of entering the entire library. Click here to learn more about ResourceMate® Plus.

Enter Basic Information: When entering items into ResourceMate® it is not necessary to enter all information related to that item. The person entering can determine how much or how little information they want to enter. Some people begin by entering the title, author, category and Dewey decimal call number of all items in their library and later come back to enter replacement value and detailed subject information.

Import from Internet / ISBN Retrieval: This feature allows you to find full cataloguing information using the free Library of Congress Z39.50 web site, copy it in one motion to the Windows™ clipboard and have that information automatically entered into the appropriate fields in ResourceMate®! This very popular feature can increase your entry speed by about five times. Click here to learn more about Import from Internet.

With ISBN Retrieval, type in the ISBN, click the ISBN Retrieval button and, if you have an internet connection, the information is automatically retrieved from the Library of Congress (and other sources including Amazon). ISBN Retrieval is available to registered users with paid support.

EntryMate™ service allows incredibly fast initial cataloguing using bulk importing of the bibliographic data after you supply us with your ISBN numbers. We even have a hand-held scanner that you can rent to create your ISBN list easily. (Import from EntryMate™ File is a feature of the Plus version but Regular version users can merge the data file for $60.) Click here to learn more about EntryMate™.

Is there a limit to the number of items I can enter?

While there is no limit, ResourceMate® is intended to service the libraries of individuals and organizations with 100 to 10,000 or 15,000 items. We have a number of users that are managing between 20,000 - 60,000 items. Click here for more detailed information about the capacity of ResourceMate®.

What kind of learning curve is involved?

We have found that most ResourceMate® purchasers have two to six questions related to getting started on ResourceMate®. The manual was written with the novice computer user in mind. ResourceMate® was designed so that users can begin using the product effectively for their library needs. Also, training videos are available for $35 plus shipping and handling.

Is training available?

Level 1 and Level 2 training is available as specifically requested or through regularly scheduled training sessions approximately every month. Training videos are available for purchase for $35 plus shipping and handling. Web based training is also available for $35 per session.

Can ResourceMate® be customized to my specific requirements?

Yes, in several ways:
• The field descriptions for all fields including title, sub-title, series, author, second author, third author, publisher, date published, # of pages and subjects can be changed for each different resource type;
• You can add your own resource types to the list that comes built-in;
• You can define unlimited user definable fields. These consist of character, numeric, date, yes/no (on/off, true/false) fields and notes or comments fields. These fields are all searchable when generating reports.
• You can customize the reports to your specific requirements (fonts, bolding, position of text, fields listed, etc).

Can I print a listing of items checked out? Can I print a listing of overdue items?

Yes. From the Reports Gallery choose "Checked out Items Reports". As an option, you may filter the report, say, by date, and the report will list only those items expected back by the entered date.

How extensive are the search capabilities of ResourceMate®?

On the Simple Search Screen you can search by Title, Author, Subject or Keyword. You may also define 4 more buttons to search any field. A convenient feature of this screen is that, an entered title will search the title, sub-title and series fields simultaneously. An entered author will search the author, second author, third author and Statement of Responsibility fields.

On the Complex Search Screen you can search by any field. Boolean (and, or, not) searching is also available.

When generating any of the item reports, you may include/exclude specific items based on ANY of the information that has been entered including notes and comments and user defined fields. Complex compound or “chained” queries allow you to find, for example, all books not checked out in the last two years, etc.

What if we have a specific need or a suggestion for ResourceMate®?

A big part of the continued improvement of ResourceMate® is feedback from those using the product. We have always been open to hearing the concerns and suggestions of those using ResourceMate®. If we find that a field or feature is missing, we would like to hear these needs and consider the implications of changes within ResourceMate®. Many of the existing features of 3.0 are a direct result of suggestions or requests from people already using ResourceMate®.

Can I generate a listing for insurance purposes?

Yes. From the Reports Menu choose “Replacement Value Reports”. You can generate a detailed listing of all items with their replacement values or you can do a “Totals Summary” report. You can easily try this feature in our free demo.

To update replacement values, do I have to update every item individually?

No. From the Utilities Menu choose "Update Item Replacement Value". You can then choose your entire library or some of the resources in your library and apply a percentage increase or decrease against the replacement value of those items.

Once in, can the data be transferred out?

The Plus version offers Export to MARC. Grid information and reports can be exported to a number of formats.

For Librarians

What about 13 digit ISBN numbers?

The following pertains to ISBN retrieval and creation of an ISBN file for EntryMate processing. The ISBN field in ResourceMate 3.0 will hold twenty numbers/characters. You can enter anything you want into the ISBN field.

For the purposes of ISBN retrieval and creation of an ISBN file for EntryMate processing, numbers whose 13 digit equivalent starts with 978 should be entered as the standard 10 digit ISBN number. If you are using your bar code scanner to scan ISBN numbers that begin with 978 and they are not showing up as 10 digit numbers, your bar code scanner needs to be properly configured for BooklandEan, Ean, or ISBN. scanners purchased from Jaywil Software are already configure properly for ISBN scanning.

13 digit numbers that begin with something other than 978 should be entered as the full 13 digit number. This is the number that will need to be used for ISBN retrieval and creation of an ISBN file for EntryMate processing.

What is the capacity of the call number fields?

There are 5 call number fields, each allowing for 15 characters or numbers. There is a Section field above the call number fields. This is used for headings such as JF (Junior Fiction), TF (Teen Fiction), BIO (Biography), LP (Large Print), etc.

Can I also enter sub-title, series, and multiple authors?

Yes. For many fields you can even look up previous entries to make data entry faster and more consistent.

Will ResourceMate® generate catalog cards?

Yes. ResourceMate® will print cards for title, sub-title, series, author, 2nd Author, 3rd Author, illustrator, editor, Statement of Responsibility, Shelf (Inventory) card, and a subject card for each subject heading entered. Printing of these cards is optional and determined by the user. Default choices can also be setup to save you typing in choices each time.

Visit our Supplies web page to look up compatible card and label stock part numbers. You can purchase these either from us or from several library supplies companies. (Click here).

Will ResourceMate® generate spine labels for my books?

Yes. ResourceMate® will print spine labels, sign out card labels and pocket labels. Any of these labels can be re-printed if necessary. You may also choose to print only spine labels (on spine only stock).

Visit our Supplies web page to look up compatible card and label stock part numbers. You can purchase these either from us or from several library supplies companies. (Click here).

Does ResourceMate® print cards and labels on common stock?

ResourceMate® has been designed to print cards and labels on common stock available from several suppliers. Visit our Supplies web page to look up compatible card and label stock part numbers. You can purchase these either from us or from several library supplies companies. (Click here).

Can I print listings by title, author, subject and category instead of catalog cards?

Yes. These listings offer an alternative to the traditional card catalog and are sometimes found to be easier to use. ResourceMate® can also be used as an on-line catalog by allowing patrons access to only the Patron Search Screen. You can also purchase one or more of our Patron Search Screen licenses to turn networked PC's into public access search stations.

Why does this computerized system still have the option to printing library cards?

Some libraries are still using cards with the intention of going on-line (computer based searching - OPAC) in the next few years. ResourceMate® can continue to service the card catalog and also allow them to go on-line if and when they so choose.

Does ResourceMate® automatically determine the Dewey decimal number?

Currently, licensing is not available from the Dewey Decimal Corporation. Our Import from Internet/ISBN Retrieval feature is a great way to import full cataloguing data, including the Dewey call number, from the free Library of Congress Z39.50 web site (and other sources including Amazon).

Can I still store accession information in ResourceMate®?

Yes. ResourceMate® will automatically determine the accession date and calculate the next available accession number or allow you to enter your own letter, number and or date. The accession number and date is printed on the shelf (inventory) card as well as the accession report.

Is the Search Screen safe if I leave the computer unattended?

Yes, Patron Search is a separate program that can be run on the main computer. We recommend that you setup security in ResourceMate® so users have to enter a password to enter the program. The Patron Search Screen is also available for computers that are networked. The Plus version has extensive security features that allow you to setup several student, staff and patron login IDs. You can specify exactly which functions each "account" is allowed to do, restricting them to just Searching, if you wish.

System & Technical

Will ResourceMate® work with Windows NT/2000/XP/Vista/7?

Yes, ResourceMate® works in all these operating systems.

For Vista and 7:
We recommend that you install in c:\Users\Public\ResourceMate 3.0. If you install in this location there will not be any concerns about Virtualization (Vista creating files in your personal area because you do not have rights to create files in c:\Program Files).

What are the system requirements for ResourceMate® 3.0?

Windows NT/2000/XP/Vista/7 333 mhz Processor 800*600 Display 128 MB Ram 160mb hard disk space additional 22mb per 1,000 items

Will ResourceMate® run on a Mac?

While ResourceMate® is not designed for the Mac we have reports from several users that it runs successfully when used in conjunction with a PC emulator program. One such PC emulator is called Virtual PC from Microsoft. Though we cannot guarantee any results if you use a Mac, we suggest you download our demo (click here) and test it out in one or more of the PC emulator packages that are available.

Can I import existing information that has been entered into another program?

The Plus version can import from MARC, Librarian’s Helper, ascii, Excel and Access. We will also convert your existing data into ResourceMate®. Send your files as an e-mail attachment, we will quote you a price; upon your go-ahead, the converted information will be returned to you with installation instructions.
Click here to learn more about ResourceMate® data entry/conversion options.

If I start with the Regular version of ResourceMate® can I switch to the Plus version (or Multi-user versions) later on?

Yes. Simply contact Jaywil Software and we will send you the files to upgrade to the Plus version (or corresponding Multi-user version) for $200. Your existing data will automatically be converted.

Can ResourceMate® be run on a network?

Regular Multi-user and Plus Multi-user were designed to be run on a network.

If you haven't purchased a multi-user version of ResourceMate®, the software can be run on a network as long as no more than one person at a time uses ResourceMate®.

Purchasing the Multi-user version allows up to 3 people at a time maintaining the database. Additional licenses are available.

You can setup patron search stations (OPAC) on your organization's network by purchasing one or more of our Patron Search Screen licenses at $25/station. With several Patron Search Screen's, users throughout your organization can search the library.

Please see our Installation Instructions for ResourceMate® Multi-User and Patron Search.

Another option is to purchase our Web Search product for $99. This is a CGI-based web program that can be installed on your own intranet or on web space you have subscribed to. It allows library users, who have access to the World Wide Web (or to your company's intranet), to search a copy of your complete catalogue. You can decide if they can also e-mail "Borrow Requests" made from their search results.

What is the level of security?

Security currently exists on the patron search screens, circulation screens and entry of the program. ResourceMate® Plus contains more extensive security. Any menu features can be made available or unavailable for each person using ResourceMate® Plus. Thus you can create login "accounts" and tailor them for specific individuals or groups of library users (administrator, check-in/check-out staff, students, etc.)

Cost Related

How does ResourceMate® compare to other similar products which are available?

We have discovered that costs range from $300 to $2,000 for software which will generate cards and labels, track circulation and allow for the management of an unlimited number of items. ResourceMate® sells for $195 and has all of these features priced specifically for the market of small to medium-sized libraries (100-10,000 or 15,000 items). The Import from Internet feature is unique to ResourceMate®. Click here for more detailed information about the capacity of ResourceMate®.

How often do you put out updates to ResourceMate®? What historically has been the cost?

Updates to ResourceMate® are available approximately every 6 months. These updates are issued free to those who have chosen to continue their support contract (see below). Major changes to the software involve issuing a software upgrade and there is usually a cost associated. The cost to upgrade from 2.0 Regular to 3.0 Regular was $68. The cost to upgrade from 2.0 Plus to 3.0 Plus was $99. Also, there is a cost associated with upgrading from ResourceMate® Regular to ResourceMate® Plus or Multi-User.

Are there any support related costs?

Currently ResourceMate® includes three months of free support starting from the date of registration. Support after the free period is purchased at $70 per year. Support for users of ResourceMate® Plus (or Regular Multi-user) is $85 per year. Support for users of ResourceMate® Plus Multi-user is $100 per year. This fee keeps you up-to-date as updates are released, and gives you the freedom to call our toll-free number (North America) with any questions you may have related to ResourceMate®. You will also be able to continue using ISBN Retrieval and Library Search. You can also send your data to us for off-site backup as well as an anniversary data check. This fee does not include additional formal training, on-site customer support or product upgrades.

Web Search

What type of program is Web Search?

Web Search is Perl CGI code that gets installed on your web server. (If your server is Windows NT/2000, the CGI code is compiled to an executable (".exe") file).

What kind of database software is necessary on the web server?

No database software is necessary. The information is stored in a tab-delimited ASCII file (see below).

What knowledge do I need to install web search on my web server?

You should be familiar with creating folders, uploading of files using an FTP program and assigning access “rights” to folders and files on your web site.

Must I install ResourceMate® on my web server? Does the hard drive on which ResourceMate® is installed have to be accessible from the Internet?

No to both questions. ResourceMate® and Web Search are two separate products that run independently of each other. The connection between the two is made by creating the tab-delimited ASCII text file as described below and then publishing that data file to the web site using an FTP program.

How much space does web search take up?

Not more than approximately 5 megabytes.

How big is the web search CGI code file that is sent to me by email after I purchase?

1.25 megabytes.

Can I use a different graphic?

Yes. You can specify your own custom graphic in the Web Search configuration file.

Can the label names of the search fields be changed?

Yes. You can specify your own search field labels in the Web Search configuration file.

Can more than 7 fields be searched and displayed?

Yes. You can specify additional fields in the Web Search configuration file.

Can I search fields but not display them, or display fields that were not searched?

Yes. You can specify this in the Web Search configuration file.

Live Chat

How does this service work?

Once you connect to the service, you are prompted to download a small, self-installing plug-in, which allows your support representative to view your desktop and share control of your mouse and keyboard. At any time during a support session, you can take control of your computer just by moving your mouse. You will be in charge at all times.

Can my support representative look through files without my knowledge?

Absolutely not. Your representative sees only what you see and whatever you permit him or her to see on your computer screen. Before your support representative views your screen, he or she will first ask your permission and request that you close all documents containing private information.

How is security maintained?

At the beginning of a screen-sharing session, you and your support representative are connected via a communication server. The screen data that is passed between you and your support representative during a session is highly compressed using proprietary technology that can be viewed only with GoToAssist software. This data is also encrypted using 128-bit Advanced Encryption Standard (AES) encryption. Privacy principles are TRUSTe compliant. After the session has ended, your support representative can no longer see your screen or access your computer unless you make another explicit request for support.

What are the minimum requirements for my computer and Internet connection?

For your support representative to view your desktop, your computer should meet these requirements:

• 28.8Kbps or greater Internet connection (56K recommended)
• Required Pentium-class PC running Windows 95, 98, 2000, Me, NT 4.0 or XP
• Internet Explorer 4.0 or Netscape 4.0 or higher
• Recommended: Ability to make direct outgoing TCP connections, or availability of a SOCKS server or an HTTP proxy

Is the plug-in virus free?

Yes, the plug-in is safe. We're as concerned as you are about this issue, so regular virus checks and updates are conducted. This helps us maintain our technology at the highest standard to ensure superior quality service. The warning message you might see on your screen is a default message displayed by your browser when you download executable files. You can feel confident using this plug-in.

What is the size of the file that I will download to engage in a screen-sharing session with my support representative?

The file size ranges between 329 kb and 580 kb.

Are there any files or folders left on my computer after the session ends?

The downloaded file stays on your computer; however, the file is useless without a new "encryption key." To download a new encryption key, you would need to initiate a subsequent session with a support representative. Screen-sharing sessions have to be initiated by you, not a support representative.