All Media Library 7.0 Owner's Manual ©1999 Latshaw Software

In addition to being completely redesigned, AML 7 incorporates several improvements.   Below is a comparison to the previous version of AML:

- PC running Windows 95/98/2000 or later operating systems
(Note: AML will run under Windows NT 4.0 but Windows NT 4.0 users must access this manual via the start menu. Under Windows NT 4.0, the email buttons won't bring up the default email program either.  NT5(Windows 2000) fixes this problem.
- 16MB RAM (64 recommended)
- 10MB available Hard Drive space (more for larger collections, 1GB max library size)

Recommended for speed enhancement of large libraries(over 20,000 titles):
- 350Mhz or faster Pentium®, Pentium Pro®, Pentium II®, or higher processor
- 128MB RAM or more
- 2GB free hard drive space (room for max library size and room for compacting)

Network Requirements (Does not apply to use on a single machine)
- 10Mbps(or faster) Network with file share ability (client/server or peer to peer)
- Running either TCP/IP, IPX, or NetBEUI protocol

The first thing to do, is to try AML without having to enter in a lot of examples yourself. AML comes with a sample library to practice with. To load the samples library, simply click the FILE menu, then click OPEN, then choose the file called "Sample Library". If you're even somewhat familiar with Windows and know how to navigate and explore its menus, you'll find AML self explanatory for the most part. This manual covers the most common features and topics of the All Media Library, but not all. This manual is designed as a guide for getting a general understanding of AML and its purpose as a tool for tracking media. Once you've grasped the general workings of AML, the more advanced features like how to perform complex searches will fall into place. AML is very user friendly and comes with "pop-up help", a feature which displays a small description when holding the mousepointer over an item for a second.  Play with the samples library until you get a good grasp of AML.  By default, AML loads the file "Main Library" every time AML starts. It's a good idea to use this file as the file to keep your data. You can change the default startup file in the CONFIG section. DO NOT use the library file named "Sample Library" to keep your records in, because if you upgrade your program to a newer version of AML, or simply reinstall the program, it will overwrite the sample library with the new sample library that is included with the program and destroy your data.  In previous version of AML, there may have been cases where you would want separate library files for security reasons or you just plain liked it that way.  As of AML version 7, you still have the option to create a new library file but it is not recommended.  The new library structure has better security for starters, but, most importantly, the new library structure also houses other data like the list of users who borrow from the library, so if you created a second library file, you'd also have to re-enter all of the users names who borrow from the library.

There are two features that you might not find easily by exploring the menus or holding the mouse over a button to see what it does.  The first is the changing and sorting of list columns.  You can change a columns field or sort it by simply clicking the columns header with the left mouse button.  As you move the mouse pointer over the selected columns header, it will change to a downward poitning arrow.   This is when you want to click it.  The second feature is selecting multiple records.  To select a single record, you need to click next to it in the list by click on the grey box to the left of the listed item.  To select multiple records, hold down the "Ctrl" key on the keyboard while clicking the left grey box of each selected row or record.  Once you've selected the records you want, you can click on the blue lightning bolt button or "right-click" anywhere in the actual list itself (just not on the header area or record selector area on the left).

The All Media Library is a very easy to use database for keeping track of all types of media such as books, videos, CDs, etc... Think of AML as a virtual card catalog with a lot of automated features.  AML keeps its imaginary index cards as "Records".  Because AML can sort and re-sort records, the record number becomes insignificant as it could constantly change. Hence, the need for a "Catalog Number". A catalog number stays with a record even if its record number changes due to sorting.  Another advantage to using catalog numbers is if you have 3 movies on one video tape, you would assign each of the 3 movies' records with the same catalog number because they all reside on the same piece of media. Then, when you tell AML that you're lending out one of the movies, it will automatically mark the other 2 movies as also being "On Loan" because wherever one of those 3 movies goes, the others obviously follow because they're all on the same tape. It is crucial that no 2 separate pieces of media have the same catalog number for that reason. Unless, of course, that they are a set; part 1 & part 2, in which case both pieces of media would be labeled with a common catalog number but would share one record. The "Pieces" value would be "2" for that record. Just remember that the catalog number refers to the actual piece of media. In turn, each piece of media should be marked with its own unique catalog number.

In addition to storing all of the media records in the library database, AML also stores other lists of information like the list of borrowers (AKA People Database which tracks names and detailed information about the people who borrow from the library), media types, categories, information about the library, and library security information (passwords and their corresponding access rights).

Entering your records into AML
As stated above, to use AML, it's a good idea to assign every piece of media with a unique catalog number, then enter each  one by one into AML. Entering records will seem tedious, especially if your collection is large. Once done, adding additional records won't seem so bad later on.  To enter a record, you first need a blank record on the screen. If the screen contains a record, simply hit the add button, and AML will create a new record and place it at the end of all the others. If the screen already displays a blank record, simply click on the MEDIA TYPE field and that will place the cursor at the field. Next, fill in each field(Media type, title, artist, etc..) one by one, hitting the TAB key to go on to the next. Once done, AML will automatically store the record as soon as you go to do something else. You can hit the ADD button to create another record and the record you just entered will be saved.

TITLE
Here you enter the title of the item. Most titles are obvious for commercial items because they already have a title. If you have a home movie or a pack of photos, entering the right title can come in handy when searching for it later. A title like "Latshaw Family Christmas" would be good because that gives you 3 good words to search by later. No need for a year there because there is a field for that.(This field is limited to 255 characters.)

ARTIST(S)
The artist field is used for recording either the artist, creator, manufacturer, Etc... With some types of media such as baseball cards, you may want to use this field for placing the team name or the card manufacturer. Keep in mind that the flexibility of AML is up to you. Be creative.(This field is limited to 255 characters.)

CATEGORY
The category field is used for placing the item into a category. If you can't find an accurate category in the list, you may edit the list of categories at anytime by clicking the Media Types/Categories button on the toolbar.

MEDIA TYPE
The media type field is for recording & displaying the type of media(Tape, CD, Etc...). Because AML keeps track of all types of media, it is important to signify what type it is. The media type field is a "List Box" which means you must choose from the list of media types.  If you have a Media Type that is not in the list, you may edit the list of media types by clicking the Media Types/Categories button from the toolbar at the top.

CATALOG NUMBER
Simply type in the catalog number of the item in this box. Choose an original catalog number that you created and labeled the item with, or, use an existing number that is already on the item such as a UPC code. If multiple items are on one piece of media, such as more than one movie on a video tape, then use the same catalog number for all the items on the tape. When you tell AML that you've lent something out, it marks ALL other records with the same catalog number as also being ON LOAN. The purpose for this is that you can have a separate record for each title on a video tape describing each movie but if someone borrows the tape, AML will then know to mark the other titles as being ON LOAN because they share the same catalog number...get it? Items with no catalog number are excluded from the search when lending. So, if you're planning not to use catalog numbers, make sure you don't enter anything in this field. If the item has a barcode and you have a barcode reader, you can use the barcode as the catalog number. This will make for easy lending and receiving of items. See Using barcode Readers with AML (This field is limited to 255 characters.)

MEDIA DATE
The Media Date field is used to represent the creation or copyright date of an item.  To select a date, simply click the button next to the field and AML will bring up the date selector.

PIECES (Formerly "Quantity in Set")
If you have a title with more than one piece of media holding it, enter the quantity here. For example, if you keep track of diskettes, and you're entering a program that is held on 5 disks, you'd use only one catalog number but place a 5 in this field because the program is contained on 5 disks. If you have a video cassette like "The Sound of Music" which is 2 tapes, you'd place a 2 here. This is useful in determining if you have the entire set when someone returns it. (This field is limited to numeric values.)

Note: If you have multiple copies of a title, make a separate record for each, assigning a unique catalog number to each. The reasons for doing this are endless....trust me.

VALUE
The value field is where you enter what the item is worth. You can either enter what you paid for it, what it's worth to you, or what someone should pay should they misplace it. This is handy if you lend someone something and they break it or loose it. You can then tell them what they owe you.(This field is limited to numeric values.)

LOCATION
The LOCATION field is used for recording WHERE the item is physically located. For example, you may enter "Row B Shelf 22". This is handy for large collections and large office environments where items are all over the office like 'Sales Dept.'. This is also handy for doing a visual inventory later on. A visual inventory is when you make sure nothing is missing. Simply pick a location: Example "Drawer 7". Do a search by LOCATION and lock on "Drawer 7". AML will display all records that are supposed to be in drawer 7. This way you can check that all pieces are accounted for. The location field is also handy if a someone browses through your AML library and decides to borrow something. You'll then know right where to find the item.

INDUSTRY RATING
This field is used primarily for movies or videos that have been rated with an industry rating.

PERSONAL RATING
The personal rating field can come in very handy. You decide how much you like the particular item on a scale from 1 to 10. This can be useful later when you want to search through the items that you enjoyed.

NOTES
The final, and probably most useful field is the notes field. This is where you place detailed information about the items. Remember to think about future searches when filling in this area. For example, for music CDs and cassettes, I like to place the song titles here. That way, 10 years from now, if I can't remember who sang a certain song, AML can find out for me.(This field is limited to 64K)

To setup AML on a network, install AML on every machine that will be accessing the library.  You then need to choose which machine (either a workstation or server) that will store the library data.  Copy the library file (Main Library.aml) to the shared location.  Then, on each workstation, start AML and go to the config screen (second button from the right on the toolbar) and change the default startup library file to reflect the new location of the shared library file.  Also uncheck the "Exclusive Mode" from the config screen (requires being registered).   That's it.  Just remember that if you add any workstations, you'll have to do the same to each workstation.

AML integrates with most barcode readers. The only requirement of the barcode reader is that it is a "wedge" type interface which most of them are. This simply means that the barcode reader is wedged between the keyboard and the computer. AML can work with a serial interface barcode reader but it must have a software driver installed that interfaces with the keyboard BIOS.

When entering the catalog number for an item, simply swipe the barcode reader across the barcode of the item and it will type in the barcode in alphanumeric format. When the record is first entered into the AML database, the barcode reader must be used for entering the catalog number in order for it to match up later when lending items out via the barcode reader.

If a particular piece of media doesn't have a barcode, you can print your own with the software that came with the barcode reader. If it didn't come with any, contact the manufacturer for a recommendation.

As long as the barcode reader was used to enter the items catalog number, it can be used when lending or receiving that item from the "Loan/Return" screen.

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©1999 Latshaw Software