Andy Dawson
DEPARTMENT OF INFORMATION STUDIES
LIS1510
Library and Archives Automation Issues
Andy DawsonAndy Dawson
Department of Information Studies, UCLDepartment of Information Studies, UCL (University of Malta 2010)
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
WELCOME!• A bit about me…
• A bit about you?
• A bit about the course!
DEPARTMENT OF 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
DEPARTMENT OF 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%)
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
General points
DON’TPANIC!
DEPARTMENT OF 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
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
OK so far?
• Any immediate questions or worries?
DEPARTMENT OF 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
DEPARTMENT OF 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
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
“The force behind the effective functioning of any organisation is a system”
(Layzell & Loucopoulos)
DEPARTMENT OF INFORMATION STUDIES
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What is a system?
• A collection of inter-related parts
• which act as a whole
• towards a common goal
DEPARTMENT OF INFORMATION STUDIES
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e.g. library system...
Acquisition
Reference
Cataloguing
Circulation
Books
People
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
...and subsystems
AcquisitionSystem
ReferenceSystem
CataloguingSystem
CirculationSystem
Books
People
DEPARTMENT OF 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
DEPARTMENT OF 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
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
System features
• Structure
• Organisation
• Process
• Context
• Purpose
DEPARTMENT OF INFORMATION STUDIES
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• Analysis
• Design
• Implementation• Evaluation
• Decay
• Replacement
The system life cycle
DEPARTMENT OF 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)
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
System identification
• What is the “problem”?
• System boundaries– environment
– inputs
– outputs
• The context diagram
DEPARTMENT OF INFORMATION STUDIES
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System elements
• components/subsystems/entities• structures (views)• modularity/cohesion/coupling• relationships• characteristics/attributes• states• black boxes
DEPARTMENT OF INFORMATION STUDIES
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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
DEPARTMENT OF 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
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
Time for a break!
• And hopefully some questions and discussion…
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
The Library System – considerations(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
DEPARTMENT OF INFORMATION STUDIES
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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
DEPARTMENT OF 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
DEPARTMENT OF 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
DEPARTMENT OF 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?
DEPARTMENT OF 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
DEPARTMENT OF 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
DEPARTMENT OF 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
DEPARTMENT OF INFORMATION STUDIES
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Where do problems arise
• Hardware
• Software
• Finance
• People
DEPARTMENT OF INFORMATION STUDIES
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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
DEPARTMENT OF INFORMATION STUDIES
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Where is IT used in a Library/Archive?
• Administration and Management
• Presentation and communication
• Information sharing
• Information finding
DEPARTMENT OF INFORMATION STUDIES
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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?
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
Implementation considerations
• Single or multi-function
• Stand-alone or networked– Web interfacing– Other data/systems
• Flexibility for future needs
• Degree of integration
DEPARTMENT OF INFORMATION STUDIES
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What is “integration”?
• Linkage between elements
• Interchange between elements
• Ease of use?
• Design heritage ramifications
DEPARTMENT OF INFORMATION STUDIES
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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
DEPARTMENT OF INFORMATION STUDIES
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Circulation control
• Issue– traps– parameters– overrides
• Return– overdues & fines– reservations
• Renewal
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
Serials control
• Ordering
• Checkin
• Routing
• Claiming
• Binding
• Fund accounting
DEPARTMENT OF INFORMATION STUDIES
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Management information
• Report generation• Statistics
– Use – non-use– user analyses
• Accounting– funds– commitment– billing
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
Interlibrary loans
• Usually independent
• RDBMS or issue based
• Charging
• Links to loan system
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Andy Dawson
Other general aspects
• Security
• Backups
• Support
• Training
• Price!
DEPARTMENT OF INFORMATION STUDIES
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Archive systems
• Similarities and differences to LIS systems– Often based on same/similar software– Dealing with visual components– Interpretive help– Markup – Archive exploitation/access vs storage
DEPARTMENT OF INFORMATION STUDIES
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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
DEPARTMENT OF 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
DEPARTMENT OF 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
DEPARTMENT OF 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
DEPARTMENT OF INFORMATION STUDIES
Andy Dawson
That’s it for today!
• Tomorrow: Systems Analysis
• Any questions?