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LIS1510 Library and Archives Automation Issues

LIS1510 Library and Archives Automation Issues. Andy Dawson Department of Information Studies, UCL (University of Malta 2010). WELCOME!. A bit about me… A bit about you? A bit about the course!. A brief overview of the course. Automation and systems thinking Systems analysis and design

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LIS1510 Library and Archives Automation Issues

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  1. LIS1510Library and Archives Automation Issues Andy Dawson Department of Information Studies, UCL(University of Malta 2010) Andy Dawson

  2. WELCOME! • A bit about me… • A bit about you? • A bit about the course!

  3. 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

  4. Other elements • Practical sessions • Practising the theory • Mostly lab based • Course assessment (3 elements) • Short essay (25%) • Library system diagramming (25%) • Website creation (50%)

  5. General points DON’TPANIC!

  6. 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

  7. OK so far? • Any immediate questions or worries?

  8. What we will be looking at today (1) • What is a system? • Systems within systems • The library as a system • Analysing systems

  9. 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

  10. “The force behind the effective functioning of any organisation is a system”(Layzell & Loucopoulos)

  11. What is a system? • A collection of inter-related parts • which act as a whole • towards a common goal

  12. e.g. library system... Books Reference Acquisition Circulation Cataloguing People

  13. ...and subsystems Books Reference System Acquisition System Circulation System Cataloguing System People

  14. 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

  15. 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

  16. System features • Structure • Organisation • Process • Context • Purpose

  17. The system life cycle • Analysis • Design • Implementation • Evaluation • Decay • Replacement

  18. 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)

  19. System identification • What is the “problem”? • System boundaries • environment • inputs • outputs • The context diagram

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

  21. System satisfaction • Why do so many systems seem to “fail”? • Importance of purpose • goals • objectives • standards • norms • Importance of communication • Tradeoffs

  22. 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

  23. Time for a break! • And hopefully some questions and discussion…

  24. 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

  25. 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

  26. 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

  27. 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

  28. 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?

  29. 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 

  30. 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

  31. 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

  32. Where do problems arise • Hardware • Software • Finance • People

  33. 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

  34. Where is IT used in a Library/Archive? • Administration and Management • Presentation and communication • Information sharing • Information finding

  35. 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?

  36. Implementation considerations • Single or multi-function • Stand-alone or networked • Web interfacing • Other data/systems • Flexibility for future needs • Degree of integration

  37. What is “integration”? • Linkage between elements • Interchange between elements • Ease of use? • Design heritage ramifications

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

  39. Additional functions/systems • Records/archival management • Digitised resource management • Information dissemination • SDI/profiling

  40. Acquisitions • Ordering • Receipting • Claiming • Fund accounting • Enquiries on orders

  41. Cataloguing • Record creation • Uploading, formats • Authority control • Realtime/batch update

  42. Catalogue access • Help and advice • Multi-level access • Search capabilities • Display formats • Reservation • Printouts

  43. Circulation control • Issue • traps • parameters • overrides • Return • overdues & fines • reservations • Renewal

  44. Serials control • Ordering • Checkin • Routing • Claiming • Binding • Fund accounting

  45. Management information • Report generation • Statistics • Use • non-use • user analyses • Accounting • funds • commitment • billing

  46. Interlibrary loans • Usually independent • RDBMS or issue based • Charging • Links to loan system

  47. Other general aspects • Security • Backups • Support • Training • Price!

  48. 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

  49. 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

  50. 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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