System Analysis and Library Automation Session 12 LBSC 690 Information Technology 1

Agenda Questions System analysis Library automation Digital libraries What do libraries do? How can computers be used? What management issues arise? Digital libraries 2

Solving Large Problems System analysis How can we know what an organization needs? User-centered design How can we discern and satisfy user needs? Implementation How should we build it? Management How will the organization use our technology? 3

Systems Analysis Understand the task Understand the environment Strengths and weaknesses of existing approaches Understand the environment External factors such as structure of the industry Identify the information flows e.g., Serials use impacts cancellation policy Design a solution 4

Library Activities What do libraries do? Which can benefit from automation? 5

Core Workflow Acquisition Cataloging Search Circulation Books, serials, nonprint media, electronic sources Cataloging Search Online Public Access Catalog (OPAC) Reference service Circulation 6

Other Core Activities Overdue notices Interlibrary loan Statistics Door count, circulation, interlibrary loan Collection policy Weeding Preservation

Specialized Services Reserve Recall Special collections Unique provisions for access Document delivery

Support Activities Financial Schedule Personnel records Fines Budget Facilities Personnel records

Analyzing Information Flows Where does information originate? Might come from multiple sources Feedback loops may have no identifiable source Which parts should be automated? Some things are easier to do without computers Which automated parts should be integrated? What other systems are involved? And what information do they contain? 7

An Integrated Library System Availability Availability Serials Supplier Acquisition Book Supplier Orders Orders Title, Author, etc Existing Catalog Records Cataloging New and Revised Records Catalog Records Query Query Library Consortium OPAC Patron Search Results Search Results Availability Hold Circulation Overdue Notices Barcode and Due Date Order Interlibrary Loan Order Availability

Implementation Requirements Availability Mean Time Between Failures (MTBF) Mean Time To Repair (MTTR) Capacity Number of users for each application Response time Flexibility Upgrade path 9

System Architecture Batch processing Timesharing Client-server Save it up and do it all at once Useful for recall notices, management reports, ... Timesharing Everyone uses the same machine Simple but expensive design, limited upgrade path Client-server Mobile software agents 10

Client-Server Systems Divided workload improves efficiency Between client and server and across servers Flexible upgrade paths More machines, different division of work Good availability Put the same data on several servers 11

Client-Server Data Replication Primary Directory Server Client Directory Request Alternate Directory Server Client Directory Request Directory response Data A-M Client Data request Client Data N-Z Data request Client Data response Data A-Z Client

Mobile Software Agents Mobile: can move around the network To compute as close to the data as possible Requires trust and a “reference architecture” Defining characteristics of an “agent” Autonomous Purposeful Reactive 12

Management Issues Retrospective conversion Management information Even converting electronic information is expensive Management information Peak capacity evaluation, audit trails, etc. Sometimes costs more to collect than it is worth! Staff training End user training Privacy 13

What is a “Digital Library?” A library with digital devices? OPACs, CDROMs, online search services, ... A library with digital content? Programs, data files, digitized media, ... Digital content organized like a library? Collection policy, cataloging, access, preservation

Advantages of Digital Objects Perfect reproduction Copies are as good as the original Inexpensive and rapid distribution Anywhere on the planet Compact storage Measured in rooms, not buildings Easily searched With combinations of retrieval and browsing

Problems with Digital Objects Display technology is often inadequate Many tasks are easier on paper than on a screen Some traditional cues are missing Shiny new book, dog eared pages, … Acquisition and cataloging costs may be inverted For information that is “born digital” Conversion of existing objects can be expensive Particularly if full-text searching is desired Long-term access is not assured Media longevity, hardware and software dependence

Access to Digital Materials End user searching Retrieval and browsing Expert human intermediation Reference service, information brokering Emergent behavior Recommender systems

Digital Library Design Exercise Form eight groups of 3 people (project teams?) Choose one digital collection Two groups for each collection, from the next page Conduct systems analysis Information flows, selective automation, integration Choose an implementation Timesharing, client-server, autonomous agents Compare your design with another group

Example Collections Grey literature in a discipline Preprints, technical reports, experiment datasets, … Government documents Reports, databases, declassified documents, … Internet broadcasting News, documentaries, public affairs, … Theses and dissertations Bachelors, masters, doctoral

The Research Agenda Create the technology Digitize the content NSF Digital Library Initiative I Digitize the content NDL, NAIL, BLS, performing arts library, ... Develop the process NSF Digital Library Initiative II Build the systems Industry

Summary Systems analysis Implementation Management Digital libraries Required for complex multi-person tasks Implementation Client-server systems are the present trend Management Operation can cost more than acquisition Digital libraries At present, mostly focused on digital collections 14