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How-To header for Catalog

Knowledge Base

Items, Copies, and Consumables (oh my!)

Do you know the difference between the Item Tab and the Item List Tab, between Tracked and Consumables titles, and between a Copy and an Item? Do you know how to use Batch Add Items for tracked titles and consumables?

If you maintain physical, non copy-specific inventory at your library (that is, inventory where all copies are interchangeable), this reference is for you!

Contents

  • Tab Overview
  • Tracked vs Consumable
  • Copy vs Item: What is the difference?
  • Add a Holding
  • Batch Add Items - Tracked titles
  • Consumables Inventory

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Remember: You are always welcome to call or email Keystone Customer Support with questions! 

Powerpoint slide with heading "KLAS Development Updates."

Knowledge Base

There was a KLAS Users' Group Meeting om Wednesday, October 2 during the American Printing House for the Blind (APH) Annual Meeting in Louisville.

The recording and PowerPoint are available below.

KLAS IRC Users' Meeting at APH

PowerPoint Slides:

References:

 

Screenshot of the title slide from the KLAS LPBD Users' Meeting including the name of the session, session date, and presenter names.

Knowledge Base

Keystone staff attended and facilitated a KLAS Users' Meeting for library for the blind and print disabled (LBPD) staff who use KLAS on Thursday, September 12 during the National Library Service for the Blind and Print Disabled Biennial Conference in Washington, D.C. The session was presented in a hybrid, webinar format and recorded for those who could not attend live / wanted to review the session later.

09/12/2024 KLAS LBPD Users' Meeting Slidedeck & Recording

Below are the PowerPoint slides and the recording of this session.

KLAS Serials Manual with a background image of a magazine rack full of different serials.

Knowledge Base

Do you have questions about maintaining or circulating serials?

The new Serials Manual is here to help!

Like the Reader Advisors Manual and the Front Desk Manual, this document was designed for easy reference both in print and digitally. We also made every effort to ensure this document is accessible for AT users, though the AT Reference Guide may still be helpful in providing additional screen context and description.

A few tips for using this manual:

  • If annotating the file to add local policies, consider using Word's comments feature which will maintain the pagination, plus make your comments stand out for easy identification.
  • If using the manual in Word, turn on an interactive index by selecting the View ribbon, then marking the Navigation Pane checkbox. In the document itself, Ctrl-Click any section or page reference to jump to that section (including from the Table of Contents).
  • If using the manual in a PDF reader, the interactive index and hyperlinked references should be available by default (depending on the program used). 

I hope this manual will prove helpful for all your serials needs!

Last Updated 5/5/2025


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Save the Date! Katy Patrick, Keystone's Technical Writer, is hosting a webinar discussing Duplication Statistics in KLAS on Thursday, July 25 at 3 PM ET / Noon PT.

Knowledge Base

Do you know how to get statistics for the count of titles duplicated? Cartridges circulated? How about splitting those out by books vs serials?

Dive into duplication statistics in this recorded webinar:

Notes:

Reports stay available on the server for 1 week. Make sure to save any that you want to refer back to later!

Circulation Report:

  • Circulation Module - Reports - Circulation - Circulation Report
  • Go-to report for pretty much anything: physical (tracked), consumables, downloads, duplication
  • Tracked (physical) circulations include the duplication cartridges; to get the total for only books, use the range to exclude the cartridge (ex: DB-CART) record, or run again for only the cartridge and subtract that from the total tracked
  • Tracked is an Item count (i.e. Braille volumes, not titles)
  • Duplication is always a title count
  • More info: Get to Know the Circulation Report

Circulation by Category:

  • Pending further investigation as I spotted a potential issue with this serial during the webinar. Apologies for the inconvenience. 

Cartridge Record:

  • Catalog Module - Statistics tab for each cartridge record
  • Inventory counts including # added in a period, # Lost, etc
  • Cartridges used for one media then a different one will still show as Available in the original media as well as Avl or Out in the current media

Walk-in and hardware-specific statistics:

  • Gutenberg has its own statistics interface (if I have understood correctly); we can also pull Walk-In statistics on request
  • Scribe libraries can receive Walk-In statistics on request
  • Detailed statistics interface coming soon to the Scribe WebMonitor

Dup Orders by Status Report:

  • Patron Module - Reports - Statistics - Duplication Order Status
  • All orders currently in select status(es) and/or all orders Created/Assigned/Duplicated/etc in a date range
  • Totals coming, but until then, copy and paste to Excel
  • =CountIf(range to check,value to match) 

 

Save the Date! Katy Patrick, Keystone's Technical Writer, is hosting a new webinar to discuss "Issuing Magazines on Cartridge (MoC): Serials Module Demo / Q&A" for LBPD KLASUsers at 3 PM ET / Noon PT Thursday, May 23.

Knowledge Base

On Thursday, May 23rd, we held our most recent webinar focused on using KLAS to issue magazines on cartridge. During this session, Katy presented "Issuing MoC: Serials Module Demo / Q&A".

During this free, online training, Katy discussed serial records including: main, captions, issues, eDocs, and retention, shared options for settings, showed how to review your Serials orders, and answered questions about the MoC Transition. 

One correction from Katy:

I realized after the webinar: you actually can use the Digital Serials main status to stop MOC orders from going out.

  • The Cir Status will stop the Serial Reserves from being made, so there is nothing for KLAS to send.
  • The main Medium status will stop Duplication Orders from being created or assigned, so the Serial Reserves can't get to the patron.

As such, either of the settings (or both) can be used to hold someone's magazines. 
 
I apologize for the confusion--I'm so used to the Cir Status only affecting serials, and serials only obeying the Cir Status, that I didn't think about the orders themselves.

Caption Reference:

Please see the Check your Serials forum post for a list of serial records we've found to be commonly missing or in need of an updated caption. Need help or have questions? Let us know!

Want more to review?

During the webinar, Jill Rothstein shared this list of NY1A's Serials.

If you are using this list to update your serials, I do want to note: 

  • It includes all media, including Braille, Large Print, and Cassette (all remaining C serials can be treated as discontinued; the others may still be active Dir but will not be affected by the MoC transition)
  • Pay attention to Serial Type. Only Dir / Direct serials are affected by the MoC transition 
  • Choice Magazine is truly BARD Only, and not eligible for duplication

Thanks for sharing, Jill!

Screenshot of the title slide from the KLAS New Features for IRC sessions

Knowledge Base

Below are the recordings, presentations, and other resources shared in the instructional resource / materials center (IRC / IMC) track of the 2024 KLAS Users' Mini-Conference.

Note: You must be logged in to view / access content.

Screenshot of the title slide from the KLAS New Features for LBPD sessions

Knowledge Base

Below are the recordings, presentations, and other resources shared in the library for the blind and print disabled track of the 2024 KLAS Users' Mini-Conference.

Note: You must be logged in to view / access content.

 

A Zoom screenshot from the Issuing Magazines on Cartridge webinar show presenter Katy Patrick in the upper right corner and the KLAS Serials Module taking up the rest of the image.

Knowledge Base

On May 1, 2025 we got together and talked magazines on cartridge (MoC)!  We shared the current status and coming improvements, answered questions, and did our best to start you out on the right foot. As usual, this session was recorded for those who can't join us live.

  • What: Issuing Magazines on Cartridge (MoC) Webinar
  • Presenter: Katy Patrick,Technical Writer, Keystone Systems
During this webinar we maxed out the 100 attendee limit on Zoom for the first time, so we tried upping our max to 500 as it was ongoing, which required us to stop and restart the webinar in our attempt. We recommend watching Part 2 first which has the vast majority of the information presented. Part 1 is the first 15 minutes prior to restarting.

5/1/24 Issuing Magazines on Cartridge (MoC) Webinar Part 2 

5/1/24 Issuing Magazines on Cartridge (MoC) Webinar Part 1  

Query to find BARD Only Patrons with Active Subscriptions

Here's the query Erin, AZ, requested during the webinar to find BARD Only patrons with active subscriptions:

Quick Search-

  • Main Status | Equals | a

Advanced Search-

  • Media | Pat Medium | Equals | db
  • Media | ServeCode | Equals | bard [or "ob" or whatever code is used for "BARD only" patrons]
  • Subscription | KLAS ID | [see below]
  • Subscription | End Date | Is Blank

For the subscription IDs, either use "In" and a comma-separated list of all MoC Serials
OR
use "Not In" and a list of the most common non-MoC serials, ex: SER-TBT2,SER-TBT4,SER-TBN2,SER-TBN9,SER-DDB9,SER-NWL8,SER-CAW1,SER-CAP1,SER-VET9,SER-CAL2

This query is not perfect, but it should give you a reasonable list of BARD-only patrons with active subscriptions (which may or may not be MoC serials) for you to review. 

Bear in mind that these patrons have been receiving MoC Direct serials despite their BARD Only status, and may want to continue receiving them.

Knowledge Base

NLS is interested in tracking cartridge availability and use system-wide, and may be contacting you for some statistics.

Duplication Cartridge Use 

The cartridge use statistics NLS is requesting are:

  • Number of unique cartridges that have been put into circulation to date
  • Number of cartridges currently checked out to patrons
  • Number of cartridges marked lost

The easiest way to retrieve those numbers in KLAS is to check the catalog records for your cartridges: DB-CART, BR-CART (if duplicating braille), and any other duplication media, such as DS-CART.

For each cartridge record, check the Statistics tab, and set the Holding to your branch. 

  • "Unique cartridges that have been put into circulation to date" is your combined Total cartridge counts.
  • "Cartridges currently checked out to patrons" is your combined Out cartridge counts.
  • "Cartridges marked lost" is the combined NAC - Lost count.

Screenshot of the Statistics tab. The Header indicates that the current record is DB-CART. There are some total counts, then a Holding selection combo box, currently set to UCSC-Cartridge-1. Four tabs later is the Out statistic, then five tabs to Total, and three more to Lost.

 Single-Title Cartridge Inventory

To get the current number of pre-recorded, one-title per cartridge items still in your system, you will need to run the Holding Summary Report twice.

  1. In the Catalog module, select Reports - Holding Summary.
  2. Select your Library ID, set Rec Type to Monograph, and Run the report.
  3. Note the #Items Available for DB.
  4. Add Begin KLAS ID: DB-CART and End KLAS ID: DB-CART, and Run the report again.
  5. Subtract the Available DB-CART count from the total Available Monograph count to get the number of available cartridges in your system (that are not DB-CARTs).

If you need assistance or have questions about any of these statistics, please let us know!

Save the Date! e-Braille Circulation Webinar with Katy Patrick will be held at Thursday, March 14, 2024 at 3:30 PM ET / 12:30 PT.

Knowledge Base

During this session, Katy Patrick discussed features and functionality in KLAS, including machine management and duplication workflows, as well as tips & tricks to help KLAS libraries prepare for and / or better manage their e-Braille Circulation. 

The recording from 3/14/2024 is now available:

Save the Date image for KLAS IRC Users' Q&A with Marion. 2/15/24.

Knowledge Base

This free, online session was held via Zoom on February 15 at 3 PM Eastern / Noon Pacific.

Recording

References

Knowledge Base

The following MARC records have had diacritic marks or other issues corrected. Please upload these files in place of the NLS version.

For more information on uploading MARC Records, see Are Your Records Up-To-Date? on the forums.

Note: You must be logged in to view and download these files.

Latest Updates

Additional December files were uploaded 12/23/2024. 

The November/December TBT Query Set was uploaded on 11/15/2024. 

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Join us at 3 PM ET for a KLAS LBPD Users' Roundtable to explore how libraries for the blind and print disabled use volunteers and how KLAS can manage, support, and track their contributions to your library and patrons!

Knowledge Base

Volunteers makeup an important part of the Library for the Blind & Print Disabled (LBPD) / Talking Book Library community and contribute greatly to their success. Each library utilizes volunteers uniquely; from shelving and circulation to readers advisory to recording content. Join the KLAS program committee for a presentation from a few of our outstanding network libraries discussing how they train and deploy their volunteers, and how they use KLAS to support and manage them.

This free, online session was held via Zoom on January 11th at 3 PM Eastern / Noon Pacific.

Recording

Downloads

Knowledge Base

Below is the recording for our November 2023 KLAS Q&A with Katy webinar.

References:

The title slide of the ppt, reading APH 2023: KLAS IRC/IMC Users' Group Meeting.

Knowledge Base

Below is the recording for our October 2023 KLAS Users' Meeting at the APH Annual Conference.

Slide deck: KLAS IRC Users at APH2023 - pptx

References:

A finger presses a green keyboard button with white letters that say "transfer".

Knowledge Base

Do you have questions about equipment or patron transfers in KLAS or just feel a little uncertain? Not sure how PIMMS factors into the equation, or what to do if a patron is transferring out of the country?

The new KLAS Transfers Manual aims to answer those questions and more!

Like the Reader Advisors Manual and the Front Desk Manual, this document was designed for easy reference both in print and digitally. We also made every effort to insure this document is accessible for AT users, though the AT Reference Guide may still be helpful in providing additional screen context and description.

A few tips for using this manual:

  • If printing, I recommend printing the first page single-sided, and the rest of the document double-sided for the best formatting. 
  • If annotating the file to add local policies, consider using Word's comments feature which will maintain the pagination, plus make your comments stand out for easy identification.
  • If using the manual in Word, turn on an interactive index by selecting the View ribbon, then marking the Navigation Pane checkbox. In the document itself, Ctrl-Click any section or page reference to jump to that section (including from the Table of Contents).
  • If using the manual in a PDF reader, the interactive index and hyperlinked references should be available by default (depending on the program used). 

I hope this manual will prove helpful for all your patron and equipment transfers!

Last Updated 08/01/2025


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Did I miss something? Let me know! 

Knowledge Base

While the KLAS UI is fixed in size and shape, the font face, size, and boldness can be adjusted using an ini file. To use the example text file, rename it from user.txt to user.ini and save it in the location indicated in the instructions (you will need to create the folder and subfolder). 

If you have difficulty modifying your fonts, or need any additional assistance in making KLAS meet your access needs, please contact Keystone Customer Support at  or using the Support button on this page.

 

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Knowledge Base

We're so happy that we got to see many of you in person again at this year's NLS Regional Conferences!

The slide deck used in each of the regional meetings is now available for download:

We hope to continue the conversation, and see you all again soon.

Title Slide of the Preparing for eBraille Webinar PowerPoint

Knowledge Base

Are you looking forward to circulating electronic braille for your patrons? Curious about braille Duplication but not sure where to start?

On  April 13, James Gleason, Deputy Director, Perkins Library, and Katy Patrick, Technical Writer, Keystone Systems, discussed some cleanup you may want to work on, settings to check on or think about, and the setup Keystone can do for you.

Below are the slide deck in PowerPoint and PDF format, chat transcript, and webinar recording:

 

 

Knowledge Base

The adjusted release list for 7.8.31 was uploaded October 24, 2025.

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