lis1510 library and archives automation issues

Andy Dawson

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

LIS1510

Library and Archives Automation Issues

Andy DawsonAndy Dawson

School of Library, Archive & Information Studies, UCLSchool of Library, Archive & Information Studies, UCL (University of Malta 2008)


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WELCOME!• A bit about me…

• A bit about you?

• A bit about the course!


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A brief overview of the course

• Automation and systems thinking• Systems analysis and design• System selection, installation and

management• Digitisation and optical systems • The Internet and its uses:

– As a source of information– As a tool to disseminate information


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Other elements

• Practical sessions– Practising the theory– Mostly lab based

• Course assessment (3 elements)– Short essay (25%)– Library system diagramming (25%)– Website creation (50%)


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General points

DON’TPANIC!


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General points• Keep it informal!• Feel free to

– interrupt– ask questions (PLEASE!)– contribute your thoughts and experiences

• Remember you should learn from each other as well as from me!

• If you don’t understand, don’t be shy, speak up!• Format: generally, two sessions with substantial

“talk break” in between (and at end if time left)• For LIS, read ANY kind of information service


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OK so far?

• Any immediate questions or worries?


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What we will be looking at today (1)

• What is a system?

• Systems within systems

• The library as a system

• Analysing systems


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What we will be looking at today (2)

• Why automate?– possible benefits

– possible drawbacks

• What is an integrated system?

• Components of an ALS

• Planning for automation


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“The force behind the effective functioning of any organisation is a system”

(Layzell & Loucopoulos)


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What is a system?

• A collection of inter-related parts

• which act as a whole

• towards a common goal


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e.g. library system...

Acquisition

Reference

Cataloguing

Circulation

Books

People


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...and subsystems

AcquisitionSystem

ReferenceSystem

CataloguingSystem

CirculationSystem

Books

People


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Systems within systems

• Parts of systems can themselves be seen as systems

• Systems are everywhere!

• Systems can be seen, organised, and described in different ways


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System properties

• Open systems– An open system interacts with the outside world– It must be capable of adaptation in order to react to

and accomodate changes in its environment

• Synergy– The working together of elements towards a

common goal/benefit– Whole greater than the sum of the parts


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System features

• Structure

• Organisation

• Process

• Context

• Purpose


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• Analysis

• Design

• Implementation• Evaluation

• Decay

• Replacement

The system life cycle


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Systems analysis

• A methodology offering a framework and tools for the selection of appropriate computer system design

• A means of analysing and solving problems

• Structured Systems Analysis and Design Method (SSADM)


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System identification

• What is the “problem”?

• System boundaries– environment

– inputs

– outputs

• The context diagram


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System elements

• components/subsystems/entities• structures (views)• modularity/cohesion/coupling• relationships• characteristics/attributes• states• black boxes


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System satisfaction

• Why do so many systems seem to “fail”?• Importance of purpose

– goals– objectives– standards– norms

• Importance of communication• Tradeoffs


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Remember...

• A system is a tool, not an end

• A system is not isolated

• A system must be seen in context, as part of a larger system

• Systems analysis should transform, not just translate


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Time for a break!

• And hopefully some questions and discussion…


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The Library System (with apologies to archivists!)• What is a Library for?• How does it work?• Open systems• Systems within systems• Library systems vs Computer systems• Systems don’t require IT• Systems may benefit from IT


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The development of IT in LIS – the 60s• Early 60s:

– Keywords for Chemical Abstracts at IBM– Lockheed catalogue cards by computer

• Mid 60s:– First cataloguing co-operative (BCGS)– Development of MARC cataloguing– Many “failed” computerised library systems

• Late 60s:– Moves to standardisation, ISBN


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– Growth of co-operatives– Parent-supported local applications

• Mid 70s:– Growth of online searching

• Late 70s:– Development of minicomputer systems


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– Turnkey systems– OPACs

• Mid 80s:– First microcomputer systems, first CD-ROMs

• Late 80s:– Local networking– Growth of the CD-ROM


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– Open systems, end-user searching

• Mid 90s:– Interface development– Rise of the Internet

• Late 90s:– Web interfaces, Metadata– Lack of integration?


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The development of IT in LIS - the 21st century• Information overload?

– Continued internet growth– DVD and writeable mass media– Broadband

• Googlemania• Rise of social software• A time of opportunity…• Any ideas?• Think about it…

– For the good of your careers! And the seminar


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Why are IT LIS systems developed?

• to save money

• to extend services

• to improve accuracy

• to improve speed

• to keep up with the Jones (Borgs? )

• because IT’s there


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The myths of IT in LIS (after Mason [1971])• computers make everything effortless• computer-based procedures are faster• computer systems save money• computing systems are cheap• computer systems are easy to set up• transferring data is easy• integration of systems is easy• computers give users better service


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Where do problems arise

• Hardware

• Software

• Finance

• People


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How can we avoid these problems?

• PLAN!

• Identify users and their needs

• Transform, not translate

• Be realistic

• Ensure proper project management

• Prepare, involve and train people


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Where is IT used in a Library/Archive?

• Administration and Management

• Presentation and communication

• Information sharing

• Information finding


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Library management systems

• Systems concerned with maintaining records of transactions associated with the operation of the library/info service

• Systems concerned with the organisation of data

• Primarily “internal”

• Library Management vs other systems

• “Library automation systems” - a misnomer?


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Implementation considerations

• Single or multi-function

• Single-user or multi-user

• Stand-alone or networked– Web interfacing

• Flexibility for future needs

• Degree of integration


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What is “integration”?

• Linkage between elements

• Interchange between elements

• Ease of use?

• Design heritage ramifications


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Library management system typical functions• Ordering and acquisitions• Cataloguing• OPACs• Circulation control• Serials control• Management information• Interlibrary loans


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Additional functions/systems

• Records/archival management

• Digitised resource management

• Information dissemination

• SDI/profiling


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Acquisitions

• Ordering

• Receipting

• Claiming

• Fund accounting

• Enquiries on orders


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Cataloguing

• Record creation

• Uploading, formats

• Authority control

• Realtime/batch update


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Catalogue access

• Help and advice

• Multi-level access

• Search capabilities

• Display formats

• Reservation

• Printouts


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Circulation control

• Issue– traps– parameters– overrides

• Return– overdues & fines– reservations

• Renewal


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Serials control

• Ordering

• Checkin

• Routing

• Claiming

• Binding

• Fund accounting


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Management information

• Report generation• Statistics

– Use – non-use– user analyses

• Accounting– funds– commitment– billing


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Interlibrary loans

• Usually independent

• RDBMS or issue based

• Charging

• Links to loan system


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Other general aspects

• Security

• Backups

• Support

• Training

• Price!


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Trends in the marketplace

• Specialisation (vertical segmentation)• Multimedia capability• Graphic/web-based interfaces• Z39.50 compliance• Archive-specific systems

– Crossover systems– Specific developments

• RM systems and XML


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Planning• Why is it important?

– Efficiency & control– Success/failure– Nature of systems:

• Mission-critical• High-impact• High profile• High cost?

• Also important for small-scale projects


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• Generally follows a cycle:

• Formality of process also varies with: size, cost, type of development

The planning process

PlanSpecify

Select

InstallTest

Evaluate


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Value of planning

• Puts you in control

• Helps to identify needs and proper solutions

• Importance of formality

• Systems should do what you want not vice versa

• Planning is not just for the “new” system– Impact of change– Expectation management


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That’s it for today!

• Tomorrow: Systems Analysis

• Any questions?

lis1510 library and archives automation issues

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