Crisis averted

Innovative’s Millennium system allows us to link media, such as graphics and video and audio, to records.  The graphics can be linked so they appear on the catalog page in our OPAC.  That’s the basis for our honor and memorial bookplates, among other media.

At the time I set that up, in order to insure a good, solid URL, we linked to our Millennium server using instead of simply /screens/ .

And now, we’ve changed the domain, to, and I.T. is planning to shut off the re-direct (in library terms, the cross-reference) from to

Working on a donation, I noticed the problem, and tried manually changing the 962 field which contains the links in that one record.  Millennium balked and announced an error.

Uh-oh.  We have 3951 links like that.  Do we have to go in and change them all one by one?

Fortunately, the Global Update function did make a successful change.  I tested one record using Global Update to change the domain from uafortsmith to uafs, and the link still worked, and the graphic for the bookplate still functioned properly in the OPAC.  I then did the entire batch, and testing of samples indicates the links still work.

Of such suspenseful events is a cataloger’s life composed….



Bookplates idea

[updated 2009.3.17, 2013.5.16, 2017.7.14]

Update: the latest instructions on this are in our wiki at

Original post

Back from the IUG (Innovative Users Group) 2008 conference, I was inspired by the Brown University session on providing bookplates for donations to the library. They based an improvement in fundraising on being able to show bookplates to contributors.

Frankly, though, I wasn’t satisfied with their system, which used 856 links to separate files. You had to click to get to the bookplate. And me– well, I never leave well enough alone. I just have to tinker to see if I can get something I like better.

So, I checked on what I could do using the Millennium Media function of our Innovative system.

Importing the file (as one would do to attach, say, a PDF file to a bibliographic record) meant that a thumbnail view was shown of the bookplate. Not good — it was just a little too small and hard to read.

So, I tried importing a jpg file to the server, and then using MilMedia to link to the file on the server. While I had to fill in the same address in the file and the thumbnail blanks, it shows up as the full size bookplate.

Brown decided to do without bookplates in the books themselves, but I didn’t think that would be popular here, so I set everything up so we could print bookplates, use the screen capture to get a jpg file of the bookplate for the catalog, and do the typing just one time for each donation.

We still use the indexed 690 field for donor and honoree names (along with other uses for the 690), but once we convert all the entries into bookplates, I’ll take the 690 field out of the OPAC record. You’ll still be able to search with it, but when you get to the record, you’ll see the bookplate instead, which looks much nicer than the rather sterile 690 entry.

Now, if I can only find some way to get IE to display the bib_display.html with the cover and bookplate graphics on the right, like Firefox, instead of the bottom of the screen….

[updated 2008/5/29] I’ve finally tracked down the right CSS and gotten the sidebar with the cover and bookplate to show on the right side of the page in IE.  Yay, me.

Here are the instructions I wrote up. The use of the one-up Zebra label printer and the Wasp labeler software is optional; you could use other methods for creating the bookplate, whether or not you wanted to print a paper label. There’s a link to a sample record at the top.


[updated 2008.10.9]

Oops.  Found the catch already.  Caveat emptor.

III’s EReserves are programmed so that they use the title of any attached media file instead of the 245 field title.  This works fine when we have one record for a class and umpteen individual files of instructor notes attached, as students can pick out the specific notes.  So there’s a good reason for this to work in this manner.

But — in the Reserves list, a book with a bookplate attached showed up with the title “bookplate” and nothing else, and clicking on the link went to a screen just showing the bookplate.  Not workable.

[first solution deleted in favor of 2009.3.17 solution]


[updated 2009.3.17]

Solved two problems.

1. The Ereserves problems mentioned above — I just deleted the bookplate, and reattached it using the name of the book as the title instead of “bookplate”.  Now it shows the title.  It’s a workaround, but it’s functional.

2. For sets of books where individual volumes were each given by a donor, I can’t put a separate bookplate for each — they scroll off the screen to the right.

Solution: since I’m not actually printing, I can create an altered template for a label which is 10 inches long.  Then I list everyone on that one label, and it shows up as one list.  Example: Dictionary of the Middle Ages.


These are the instructions: [note: these are outdated, please refer to our wiki:


Example of record with bookplate.

All bookplates are designed for the Zebra label printers. Only those printers can be used to print bookplates.

Bookplates are created using Wasp Barcode Label software, with templates mastered on the N: drive, and the label is updated to current information on donor(s) and honoree(s), and then copied to a .jpg file using screen capture software such as PrintKey 2000. Labels are 2.5″ x 2″. (Actual label on the Zebra printer is 3×2.) While label in OPAC is color logo, the version printed by the Zebra printer can only be black and white.

Note to other libraries: the label could be generated using MS Word or other software instead. For that matter, if you have labels for another program, that could be used as well. The important part is to have WYSIWYG view of the label at the size you want to appear in the OPAC’s bibliographic record.

Bookplate files are .jpg format, titled “bp_” followed by the name of the honoree using underscore between words and in place of any periods after initials [example: bp_J_Emerson_Wattingly.jpg].
Then import into the III server using MilAdmin’s Web Master function.
Following this, link the URL in the Media Set for the bib record.
(Simply importing it into the bib record causes it to appear as a small thumbnail file, which is hard to read. A linked URL, on the other hand, shows it full size.)

  1. Enter one 690 field for the honoree, using last name first:
    Example: Doe, John (Chancellor, Faculty & Staff in memory of the father of Jane Doe)
    Example: Smith, Rita (given by Sara Jane Smith in memory of her mother)
  2. In the case of donations only (not Chancellor honorees), enter another 690 field for the donor:
    Example: Smith, Sara Jane (given by in memory of her mother Rita Smith)
  3. for Chancellor honor books, open bookplatechancellor.lbl
  4. for donations, open bookplatedonation.lbl
  5. for older (non-UA Fort Smith) donations, use bookplatewestark even for the FS Jr. College.
  6. Open MilCat, MilAdmin, and the Wasp labeler.
  7. Switch (Alt-Tab) to MilCat and load the bibliographic record.
  8. Enter the 690 field(s) for the information.
  9. Save the bib record.
  10. Write the last name of the honoree on the paperwork.
  11. Switch to Wasp Barcode Label program.
    [If you reduce this, it can appear on top of the bib record and let you see the 690 field(s).]
  12. Open the appropriate bookplate label:
  13. Doubleclick on lines to be updated with honoree/donor information, and update.
    Each line is a separate field; they do not wrap.
  14. Single click outside the field to close the field.
  15. Single click on the field to get the multi-arrowed cross and re-align to center the field on the label.
  16. Save the label with CTRL-S.
  17. Print the label.
  18. Use screen capture such as PrintKey 2000 to capture entire label.
  19. Save label image to the c:\graphics\bookplates\ directory on computer, titled “bp_” followed by the full name of the honoree in .jpg format
    [example: bp_J_Emerson_Wattingly.jpg] (the “bp_” groups all these together in the MilAdmin listing)
  20. Switch to MilAdmin and open the Web Master function.
  21. Select the live/screens directory.
  22. Import the c:\graphics\bookplates\ .jpg file just created into the live/screens directory.
    You do this using the Get PC button and changing to the correct directory on the computer you are using. If you are doing several, you will stay in this directory until you change it during this session.
  23. Switch to the bib record, and click on the Media button at the top of the screen.
  24. Create a Media Set titled with the book title and leave the Publisher Code at 000 and the dollar amounts to zero.
  25. Uncheck the Use Image Viewer box.
  26. Click on the Link URL button at the bottom of the screen and enter the URL of the file:
    The Keyboard Express is set for Alt-b to fill in for you.
  27. Enter the same path for the Thumbnail URL entry.
  28. Save the Media Set.
  29. Click on Edit and go back to the bib record.
  30. Change the BStatus to “-” (hyphen) for Available and Save the bib record.
  31. Click on View, then select Public and see if the bookplate displays properly in the OPAC view.
    Remember that for IE, you may have to scroll down to the bottom of the record to see the bookplate.
  32. Switch back to the bib record and change the BStatus back to “r” for Received, so it no longer shows in the OPAC.
  33. Close the bib record.
  34. When all label printing is complete, attach the appropriate label to the paperwork for that book, using the last name of the honoree as a clue.
  35. Optional: you may delete the bp_ files on the local computer, to reduce the number you have to search through next time. The file is now on the III server.

The bookplate will appear in the bib record under any cover display. When using the non-standard-following IE browser, this may be at the bottom of the bib record.