2008 NLS ConferenceAutomation Office update

Michael MartysAutomation Officermmartys@loc.gov

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Topics today What is the Automation Office? What have we been up to since the last

conference? What is on our plate for this year? Special items to discuss:

Copy allotment quotas Email/spam issues Retrospective copy allotment Download pilot web site

Questions

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Automation Office?

Just another way of saying Information Technology Services

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What do we do:

The Automation Office takes care of all NLS Information Technology needs

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Some of our responsibilities: We Desktop Support/Troubleshooting Manage NLS IT contracts and

contractors Work on special NLS IT projects Ensure NLS IT security/compliance Manage NLS Data systems

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Some of our responsibilities: Manage other NLS Systems and

infrastructure operations Communication/Training Interface with other Library of

Congress IT organizations

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Some of our responsibilities: Monitor and adopt appropriate new

technology that enables NLS to better meet its mission

Obtain feedback/ideas from network libraries regarding automation

Advise network libraries on automation activities

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Automation Office Members Neil Bernstein – Research and Development

Officer Joe Casazza – Information Technology

Specialist Ivy Jenkins - Database Specialist Richard Harrison – Computer Operator Lloyd Lewis– Information Technology Specialist Phil Maggio- Database Specialist Avi Shapiro– Information Technology Specialist

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What have we been up to? NLS IT Operations IT security

PICS C&A WCM initiative

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What have we been up to? Digital projects

Develop DAMS strategy PICS modifications

Requirements/Design Coding begun

Book production server Upload server Digital collection archive

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What have we been up to? Download web site

Three versions Taylor St. wiring upgrade System to convert existing books to

today’s digital format CD reading robots/Book processing System to allow QA to test these books

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What have we been up to? Book production tools

NLS QA DTB player DTB Production Tools

LCM DRM tool

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What have we been up to? Book test tools:

ZEDval NLSval AncestryVal SMILval DRMval

Print/braille labels for cartridges Support player field tests

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What have we been up to? READS Miscellaneous

BPHICS SAN/RAID Web Braille DAISY and DAISY Online

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Upcoming projects this year Finish/implement PICS modifications New download web site Updating system reports More IT security

WCM Security enhancements

Download data Achieve “routine” book production

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Special topics to discuss: Copy allotment quotas Email/spam issues Retrospective copy allotment Download pilot web site

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Email /spam What is spam? Why are we talking about this?

We are now sending more computer generated email containing important information

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The problem Sometimes these email messages

are lost Almost always due to spam filters

Actions which rely on them are then not carried out Status updates are not received Patrons/Libraries get reduced service

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The problem (cont) The majority of our email problems

in the last year of the download pilot web site are spam filter related

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Spam filters Both ISP’s and individuals are

implementing spam filters Filtering is done on:

Addresses Content

The filtering is dynamic

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Spam filters Many folks do not know their ISP is

filtering Sometimes email addresses that

worked stop working

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Our techniques to handle Numbering email messages Sending out periodic recaps

Important to let you know when nothing was sent

Logging all emails sent/ability to resend

In the future making logged messages available via web

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What you need to do: Watch those email message

numbers Tell us when you see email

messages missing – including recaps We can usually resend them

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Copy allotment quotas NLS will be using quotas for the

first time on RC and DB books The quota represents the total

number of the item each library can order in a year

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Quotas (cont) These quotas are being built into

our computer system that controls book production (PICS)

When the new version of PICS comes on line this summer it will fully implement the quota process

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Quotas (cont) Libraries choose titles on a

monthly basis. Quotas are specified for each year There are a few “special”

selections during the year

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Quotas (cont) We talk about a “monthly quota”

but that is somewhat inaccurate. There are variations in the number

and types of books offered each month Number of items Types of subjects offered

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What makes it tricky PCS attempts to even out the flow,

but this cannot be guaranteed There is also the “minimum

requirement” The system makes use of default

values There are also special copy

allotments

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Quotas (cont) These factors mean the monthly

quota is best thought of as a target Any unused quota gets “rolled”

over to the next month PICS will not save your selections if

they take you over your quota

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Quotas (cont) Special case:

PICS will automatically save if the allotment close date arrives and you did not save

If you did not make any selections, PICS will use the defaults for your library

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Quotas (cont) In the automatic case PICS will reduce

your selections if you are over your monthly quota

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Quotas (cont) Key points:

In the era of quotas, letting PICS automatically pick your titles should be avoided

The monthly quota figure should be thought of as a target – not an absolute

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Quotas (cont) You will need to make your own

assessment about how many items to order each month Keep in mind the monthly ebb and

flow Your number may or may not match

the monthly quota number

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Quotas (cont) Even though the system is built to

handle quotas for all media types, there is no quota for braille You can ignore those braille quota

counters

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Retro copy allotment (cont) Short for retrospective copy

allotment Retrospective books are those

older books that have been converted to DTB format

The retro copy allotment allows you to choose a number of those books for your library

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Retro copy allotment (cont) Works somewhat the same as

regular copy allotment However, there is a different tool

since this is a temporary situation Scheduled to go “live” on Monday,

May 12

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Retro copy allotment (cont) Allows you to choose among the

10,000+ books available on download system

Quotas will be in place Different and separate from your

normal copy allotment quota

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Retro copy allotment (cont) Timeframe is also different – you

will have a longer period of time to choose

You will be able to choose from all retro titles not distributed on flash in these special copy allotments

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Retro copy allotment (cont) The system will tell you what titles

will be distributed on flash NLS is planning on running several

retrospective copy allotments between 2008 and 2010

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Retro copy allotment (cont) Tool is based on the current

download system Accounts/passwords will be

identical to those used for web access

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Quota Summary Retrospective copy allotment quota –

once in 2008, maybe 2009, 2010 Regular copy allotment quota – yearly

with monthly targets and roll over No Braille quota

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Retro copy allotment (cont) Demo of new tool

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Automation Update Questions?