SCHOOL OF LIBRARY, ARCHIVE AND INFORMATION STUDIES Andy Dawson LIS1510 Library and Archives Automation Issues Andy Dawson School of Library, Archive & Information Studies, UCL School 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’T PANIC!

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 Acquisition System Reference System Cataloguing System Circulation System 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 21 st 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 Plan Specify Select Install Test 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?