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)

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

WELCOME!• A bit about me…

• A bit about you?

• A bit about the course!

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Other elements

• Practical sessions– Practising the theory– Mostly lab based

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

General points

DON’TPANIC!

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

OK so far?

• Any immediate questions or worries?

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

What we will be looking at today (1)

• What is a system?

• Systems within systems

• The library as a system

• Analysing systems

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

(Layzell & Loucopoulos)

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

What is a system?

• A collection of inter-related parts

• which act as a whole

• towards a common goal

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

e.g. library system...

Acquisition

Reference

Cataloguing

Circulation

Books

People

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

...and subsystems

AcquisitionSystem

ReferenceSystem

CataloguingSystem

CirculationSystem

Books

People

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

System features

• Structure

• Organisation

• Process

• Context

• Purpose

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

• Analysis

• Design

• Implementation• Evaluation

• Decay

• Replacement

The system life cycle

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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)

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

System identification

• What is the “problem”?

• System boundaries– environment

– inputs

– outputs

• The context diagram

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

System elements

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

System satisfaction

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

– goals– objectives– standards– norms

• Importance of communication• Tradeoffs

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Time for a break!

• And hopefully some questions and discussion…

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

The development of IT in LIS – the 70s• Early 70s:

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

• Mid 70s:– Growth of online searching

• Late 70s:– Development of minicomputer systems

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

The development of IT in LIS – the 80s• Early 80s:

– Turnkey systems– OPACs

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

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

The development of IT in LIS – the 90s• Early 90s:

– Open systems, end-user searching

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

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Where do problems arise

• Hardware

• Software

• Finance

• People

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Where is IT used in a Library/Archive?

• Administration and Management

• Presentation and communication

• Information sharing

• Information finding

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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?

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Implementation considerations

• Single or multi-function

• Single-user or multi-user

• Stand-alone or networked– Web interfacing

• Flexibility for future needs

• Degree of integration

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

What is “integration”?

• Linkage between elements

• Interchange between elements

• Ease of use?

• Design heritage ramifications

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Additional functions/systems

• Records/archival management

• Digitised resource management

• Information dissemination

• SDI/profiling

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Acquisitions

• Ordering

• Receipting

• Claiming

• Fund accounting

• Enquiries on orders

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Cataloguing

• Record creation

• Uploading, formats

• Authority control

• Realtime/batch update

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Catalogue access

• Help and advice

• Multi-level access

• Search capabilities

• Display formats

• Reservation

• Printouts

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Circulation control

• Issue– traps– parameters– overrides

• Return– overdues & fines– reservations

• Renewal

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Serials control

• Ordering

• Checkin

• Routing

• Claiming

• Binding

• Fund accounting

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Management information

• Report generation• Statistics

– Use – non-use– user analyses

• Accounting– funds– commitment– billing

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Interlibrary loans

• Usually independent

• RDBMS or issue based

• Charging

• Links to loan system

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

Other general aspects

• Security

• Backups

• Support

• Training

• Price!

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

• Generally follows a cycle:

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

The planning process

PlanSpecify

Select

InstallTest

Evaluate

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

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

SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES

Andy Dawson

That’s it for today!

• Tomorrow: Systems Analysis

• Any questions?