AUTOMATED TECHNICAL SERVICES St. Louis, Missouri
April 17, 1985
PROGRAM A.M.
8:30- 8:45 Welcome and Introduction
8:45- 9:15 Planning for Automation Cynthia S. Fedders
9:15-10:00 Telecommunications Rosalind F. Dudden
10:00-10:15 BREAK
10 : 15-11 :00 Acquisitions and Collection Development Cheryl Rueby 11:00-12:00 Automated Cataloging Services Cheryl Rueby
P.M.
12:00- 1:30 LUNCH
1:30- 2:20 Journal/Interlibrary Loan Systems Rosalind F. Dudden 2:20- 3:10 Circulation and Online Access Cynthia S. Fedders 3:10- 3:25 BREAK
3:25- 4:15 Integrated Systems Rosalind F. Dudden
4:!5- 4:30 Wrap-Up and Evaluation
Co-sponsored by: Washington University School of Medicine Library Missouri Institute of Psychiatry
Midcontinental Regional Medical Library Program
SPEAKERS Cheryl Rueby
Director, Library Services Matthews Medical Books Maryland Heights, Missouri
Rosalind F. Dudden Director, Library Services
Mercy Medical Center · Denver, Colorado
Cynthia S. Fedders Technical Coordinator Washington University
AGENDA 8:30 - 8:45 Welcome & Introductions
8:45- 9:15 Planning for Automation 9:15 -1o:oo Telecommunications 1o:oo -10:15 Break 10:15 -11:00 Acquisitions and Collection Development 11:00 -12:00 Automated Cataloging Services 12:oo~ 1:30 2:20 3:10 3:25 4:15 -1:30 Lunch 2:20 Journal/Interlibrary Loan Systems
3:10 Circulation and Online Access
3:25 Break
4=15 Integrated Systems 4:30 Wrap-Up and Evaluation
AUTOMATED TECHNICAL SERVICES
MISSOURI INSTITUTE OF PSYCHIATRY 5400 ARSENAL
ST LOUIS, MO
Reglstretlon Deedllne
APRIL 3, 1985 WEDNESDAY, APRIL 17, 1985
NON-PROFIT ORG. COKJt oC1o Ko nso s Mtssout• · NebtOSicO · Utah Wyom lf''JQ U.S. POSTAGE
PAl D Omaha. Nebraska McGOOGAN LIBfiAQY OF MEDICINE PERMIT NO. 454
UNIVEfiSITY OF NEBQASKA MEDICAL CENTEQ 42ND AND DEWEY AVENUE· OMAHA, NEBQASKA 68105
Target Audlenca
Managers of small health science libraries who are considering automation of technical services aspects of library operations. Librarians who manage other types of special libraries will also benefit from participating in the course.
CE Credit
AUTOMATED TECHNICAL SERVICES has been approved by the Medical Library
Association for 7-2 contact hours of credit.
Length, nme, FH
The one-day program begins promptly at 8:30 a.m. and finishes at 4:30 p.m. The registration fee is $30-00.
CONTENT
The purpose of this workshop is to provide the health sciences library manager with considerations for planning an automated information center. Only the technical services aspects or appropriate systems will be discussed. Introductory information will provide a perspective on planning for automation.
Objectives:
1· To provide an overview of telecommuni 5. To identify vendors of journal services
cation systems. and significant features of serials
automation. 2. To discuss computer terminology
important to understanding systems. 6· To identify automated interlibrary loan systems and to evaluate their
3. To identify and describe circulation effectiveness. features, online catalog components
and online acquisition systems, 7. To describe existing integrated systems, including collection development. including features of an ideal system. 4. To discuss computer-generated
cataloging services with emphasis on access, cost-effectiveness, and available services.
This for~~ uy be photocopied.
AUTOMATED TECHNICAL ~ER~ICES
St. Louis, Missouri April 17, 1985 NAME: - POSITION:
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---INSTITUTION=- -- - - -- -- - - - -- -- -- - - BUSINESS A D D R E S S = -CITY:_ _ _ __ _ _ _ _ _ _ _ _ _ _ _.STATE:_ _ _ __ _ _ _ _-..:ZIP:_ _ _ _ _ __ BUSINESS TELEPHONE:--=..{_ .:..}_ _ _ _ _ _ _ __ _ _ _ _ _ __ _ _ _ _ _ _ __ _ __I
MCRMLP
AUTOMATED TECHNICAL SERVICES
Please score the following topics ·from 1 to 6. We appreciate comments the presentations . (Circle only one number in each line)
ENTIRE PROGRAM Valuable Not ModeratelyValuable
Content 1 2 3 4 Presentation 1 2 3 4 Comment on rating: PLANNING Content 1 2 3 4 Presentation 1 2 3 4 Comment on rating: TELECOMMUNICATIONS Content 1 2 3 4 Presentation 1 2 3 4 Comment on rating: ACQUISITIONS and COLLECTION DEVELOPMENT Content 1 2 3 4 Presentation 1 2 3 4 Comment on rating:
AUTOMATED CATALOGING SERVICES
Content 1 2 3 4 Presentation 1 2 3 4 Comment on rating: to improve Very Valuable 5 6 5 6 5 6 5 6 5 6 5 6 5 6 5 6 5 6 5 6 OVER
Page 2
-Automated Technical Services Evaluation
Not Moderately Very
JOURNAL/INTERLIBRARY Valuable Valuable Valuable LOAN SYSTEM Content Presentation Comment on rating : 1 1 2 2 3 3 4 4 5 5 6 6
CIRCULATION AND ONLINE ACCESS Content Presentation Comment on rating: 1 1 2 2 3 3 4 4 5 5 6 6 INTEGRATED SYSTEMS Content Presentation Comment on rating: 1 1 2 2 3 3 4 4 5 5 6 6
1. The sequence of topics was appro-priate.
2. The inter-relationship of the seven segments was clearly presented.
3. The time allotted to each topic was adequate.
4. The materials were clear and we l l organized.
5. The audiovisuals were effective teaching aids. Strongly Disagree 1 2 1 2 1 2 1 2 1 2 Neutra 1 3 4 3 4 '-3 4 3 4 3 4 Strongly Agree 5 6 5 6 5 6 5 6 5 6
PROPOSAL
TO
AUTOMATE THE SERIALS CONTROL SYSTEM OF THE
LIBRARY AND MEDIA RESOURCES CENTER MERCY MEDICAL CENTER, DENVER, COLORADO Proposed in May, 1983
Project started in September, 1983 This report printed in August, 1984
Respectfully Submitted: Rosalind F. Dudden
Director of Library Services RESULT OF THIS PROPOSAL
This proposal was accepted by the administration and the decision was made in June, 1983 to purchase services from PHILSOM. Training took place in September, 1983 and the database was be completed by June, 1984. · The monthly costs of $248 for PHILSOM
fluttuating monthly with a firts five month average have proved to be of $235. accurate with the costs THE FINAL RECOMMENDATION
Final recommendation was made on June 25, 1983. It was decided to go with PHILSOM. The overriding considerations listed below were title history, the CCML Union List of Serials, and binding slip production. These services were weighted against the Faxon attributes of a more automatic claiming system, an on-line ordering system, and a more sophisticated routing system. Familiar command language also was influential.
THE PROPOSAL
To automate the serials control system with a purchased service at the cost of approximately $3,000 a year or 18.75% of total direct cost of serials
(approxiamately $16,000) in one year, plus a initial entrance fee of $1000. OBJECTIVE
To make the serials control system more efficient and reduce staff time utilized for this activity, allowing that time to be utilized in library activities that are not now being fully accomplished.
PHILOSOPHY
Serial literature is of vital importance to the health field. It is constantly changing with titles ceasing and new titles starting up. In a clinical setting, routing of current materials is essential. Expenditures for serials account for 17% of the total library budget and 11% of the materials budget. After salaries, it is the largest budget item for the library. These factors make control of the library serials collection of vital importance.
BACKGROUND
1. Increase in total work load by 56% over 7 years:
The library staff, in January, 1983, keep track of 388 journal titles. Over 120 of these titles are routed to departments and personnel. This chart illustrates an increase of 56% over the past 7 years. The staff of the library has remained at 2 FTE.
Year: total H % of Faxon Faxon Faxon
titles increase Total Medical Hasp.
1983 388 9.6% 245 94 151 1982 354 8.3% 224 94 130 1981 327 2.0% 197 86 111 1980 320 1.0% 189 85 94 1979 316 14.1% 188 83 105 1978 277 11.7% 185 83 92 1977 248 169 82
87
2. Time study of present library check-in system:
Three samples were taken of the time spent on the present check-in system, as illustrated below. It was determined that it takes 2.32 minutes to check-in one title under the present system. Since our journals are mostly monthly titles, and it is estimated that we check-in 300 of the 388 titles each month. This survey indicates that 11.6 hours a month are used for check-in. We would estimate that we actually spend about 16 hours a month on this task.
Test #1 Test #2 Test II 3
II of minutes 210 345 325
n
of journals checked in: 79 143 173U of journals routed: 56 52 53
II of T/C Copied: 41 32 19
II of journals to F. Folder 9 8 9
II of Journals to CAS service 3 8 6
Total Tasks: 188 243 260 Average:
Minutes per task: 1.12 1.42 1.25 1.26
A recent Texas survey, showed that that university library spends .96 minutes per title per month. If this were applied to our situtation, we would spend 4. 8 ho"urs a month on actually checking-in. One factor to be considered for a non-university setting is that we route a greater percentage o our titles. So, taking a middle ground, we estimate we will spend 1/2 hour a day on the check-in process or 11 hours for a 22 day month.
Texas Library Study: 8 hours a week to deal with 2000 titles or Average of .24 minutes per title per week
Average of .96 minutes per title per month 3. Other aspects of journal control:
These figures do not include many other journal control systems that are now run separately. These include systems for missing issues lists, claiming non-received items, binding, ordering, route slip preparation, performance analysis, or collection analysis. In Appendix A, there is a list of all the functions involved in journal control. There are 35 functions listed, 3 of which we do not do at this time. Presently there are 8 functions that are semi-automated using the Wang Word Processor or the services of the vendor. In the automated system, 19 functions would have an automated component, 12 of these done only through the type of automation presented here.
4. Serials control automation in a non-university library:
Until recently it was unheard of for a library with \only 388 titles to consider automation. The present reality of FTEs in hospitals, however, makes expenditure of this kind of funds an alternative to increased FTEs. It is expected to significantly raise the productivity of staff. We would be the first "small" library to go up on the system.
5. Budget:
Funds have been requested in line item 640, data processing, for this proposal. Approval is pending.
CRITICAL NEEDS OF THE SYSTEM TODAY 1. More efficient routing procedure
2. More efficient claiming of non-received items 3. More integration of total serials system
4. Integration of serials routing system with the manual circulation system 5. Administrative reports on serials control efficiency and work productivity CRITICAL PROBLEMS IN PRESENT SYSTEM THAT NEED TO BE ADJUSTED(if not automated) 1. Need more Kardex books if not automated
2. Space to check-in serials is non-existant 3. Space to store Kardex books is limited
4. Administrative control of serials check-in activity is very difficult and is not done due to time constraints
5. It is expected that the total number of serials subscribed to will increase 6. I t is unlikely in the near future that a total library automation system
will be available to the Mercy Medical Center library
METHODOLOGY OF DECISION MAKING PROCESS Listed Below:
1. Cost study of two available system 2. Cost comparison of the two systems 3. Service Comparison of the two systems
(added to this comparison after the decision was made, are marks indicating the weight that was given to each service) 4. Comparison of the two systems through discussion with vendors
at Houston.
1. Cost study of two available system:
A cost estimate was requested from two systems: PHILSOM and Faxon LINX. PHILSOM is a serials control system sold by the Washington University School of Medicine in St. Louis, Missouri. Faxon LINX is sold by the F.W. Faxon Subscription Agency in Boston, Mass. Several large university libraries in the region use PHILSOM and Mercy gets their journal subscriptions through Faxon. The basic per title per month cost of PHILSOM was 2lt and for Faxon is 3ot. On this basis there is a clear price advantage for PHILSOM, but other additional fees as listed below ·cause the two services to be cost competitive. The following items illustrate this:
PHILSOM charges $50 a month for telecommunications port fees. Faxon does not.
PHILSOM does not charge directly for routing but has a storage fee. Faxon char~es an extra lot per title.
PHILSOM charges $10 per hour for telecoovnunications charges and
Faxon charges $11.00. )
PHILSOM has an initial start up fee of $1000. Faxon has no start-up fee but you have to pay for training or use an online system at $11.00 an hour.
2. Cost comparison of the two systems: a. Monthly Expenses:
Per Month charges: PHILSOM Faxon LINX
(All costs are estimates Cost per monthly cost per monthly
based on expected use) item: cost: item: cost:
Cost per active title (300): 24t $ 72.00 30t $ 90.00
Cost Rer inactive title (88): 6t 5.28 lot 8.80
Cost per routed title (150): storage 5.00
Telecommunications Charge: 31.25
Hourly fee (x 11 hours) $10 110.00 $15 165.00
Storage of non-agency titles: lot 5.00
Other Fees: 30.00
Total monthly fee: $248.58 $268.80
METHODOLOGY OF DECISION MAKING (cant) b. Startup Costs and Labor Hours Initial fee (including training
and profiling):
Training costs (includes travel to Boston for training or 16 hours online® $11 per):
$1000 0
0 $660 Training Time (each for 2):
Data Entry Costs: Transmission: Staff time: 16 hrs 0 35 hrs 16 hrs $11/hr ($385) 35 hrs (5 min per title)
TOTAL: $1000 + hrs $1045 + hrs
3. Service Comparison of the two systems:
ITEM PHILSOM FAXON
1. Title History History available; more history available on most library oriented; more titles; has never deleted older titles a title from the database , XX( there would be no
decision necessary on the part of1 the user as to what the "real" title is, according to
librarians. )
2. Scope of Database Medical - 52 of 388 not Larger scope - 143 titles in Dbase; would need to not on file for
verify and have entered conversion;
these titles many of these titles would be in the file; others no verification required, just enter 3. Pricing info on not available pricing available;
titles automatically. can be · publisher's addresses entered each year. In
the future, may have XX(easier on tape transfer of info. Faxon titles.) Has a accounti ng system
that can be used in full or in part.
METHODOLOGY OF DECISION MAKING (cant)
4. Online ordering No; separate system;
Slightly automated at MMC with WP &Faxon
Yes; annual and other XX( better)
5. Subscription renew al for depts
Yes, by special code sort
Yes; already available
6. Vendor &Source file maintainance
7. Initial Data entry
would be extra expense for storage of info and for time.
is putting up a
publisher address file
yes
a. Would have to enter a. Faxon would convert
all 388 titles. 245 from order info.;
52 titles not-on-PHILSOM need to add same info as would need verfication.
(CCML JL participants would not have to enter titles)
b. Data entry done free ,in late afternoon and
even~ng at UOHSC dedicated line
on other system. 143 titles entered as unverified titles -Data entry estimated to take less time.
b. Data entry done at $11 per hour.
c. Mercy Staff time needed to do either data entry is estimated at 32 hours (5 min. x 388 titles) d. Data entry was very time consuming. Much more than expected.
XX(Could be done at no on line cost)
8. Cross reference control more library oriented XX
probably sufficient 9. Update of data base:
Additions, changes, deletions
verified titles only. we do the research. They enter the title.
unverified titles.
if title theirs, no problem
10. Data Elements see p 7 of manual see manual - 2 page l~st
22 items 51 items
(lists too different too compare reasonably) 11. Search~ng
check in
for title to Title
U;
ISSN;title key; keywords;
Title
U;
ISSN; Title; callU;
IDU;
different title; genericMETHODOLOGY OF DECISION MAKING (cant)
12. Check-in (actual posting of items)
System prompts:
Yes if val/issue match issue
n
if different val/issuen
if different CR if no action to get updated screen displayedHas matrix system on screens
13. Holdings statement specific at issue level not specific but missing issues listed below XX
14. Routing
15. Claiming
18. Binding
19. Union List Preparation
cost of extra storage minimal.
has search and replace can search and list Has Directory of names
Prints a claims list from which forms are generated. Forms will available with special ,profiling.
16. Missing issues (gaps) lists alpha #s and
titles. lists on special report which is ordered (XX)
17. Serials list for Users Use "desk copy"
it is profiled. can use master li·st or request a special rept. Available; also special
profiling; prints slips on a TI 820; would have to have slips printed XX( better)
Automatic - no work; presently this takes approx. 20 hours of staff time
XX(better)
10~ per title per mo more sophisticated; prioritizes people on list
XX(better)
automatically claims on Faxon titles; no paper transactions; claim reports on all titles XX(better)
not available for 1 year
not compatible;
could enter PHILSOM # and request a special print; Would take time to do this data entry; still would have to take time to compare lists
METHODOLOGY OF DECISION MAKING (cant)
20. Electron1c Messag1ng Yes Yes
21. Other considerations: Part of reg1onal network compatible with NLM and their plans
XX
22. Command Language Similar in style and format to OCTANET XX(better)
not familiar; language
new
23. Training Would be done in Denver;
part of basic fee($1000) 16 hours
In Boston for no fee or for fee in Denver ($1500) 36 hours (in Boston) Has online training mode and 800 II
XX
24. Management reports: (Significant help and a !.local print options
(a-g - p 9 of manual 2.Several layouts avail. ,3.Claims lists 4.Binding slips 5.Subscript. renewal 6.Processing staff a.union list b.work list c.weekly list d.paper backup e.diagnostic list 7.Desk lists 8.Utility report 9.Accounting lO.User Log
main reason to automate) !.Master list (rna) 2.Activity - 2 weeks 3.Check-in stats (rna) 4.Status codes (as req) 5.Public status (as req) 6.Description rept 7.Claims warning 8.Gaps 9.Lapses lO.Delinquent claims !!.Irregulars to review 9 points 5 points
4. Comparison of the two systems through discussion with vendors at Houston. This discussion took place. The PHILSOM representative was more interested in believing such a small library could afford this type of automation. The Faxon representative was hampered by equipment failure but did not seem to think I was serious even though I was interested in reviewing the particulars of my report. This experience influenced my decision.
METHODOLOGY OF DECISION MAKING (cant)
APPENDIX A
Mercy Medical Ceater Library and Media Resources Center
Overview of parts of a serials control system, manual or automated Do manually now
Do automatically Do not do at all
ESTABLISHING AND REVIEWING SERIALS POLICIES AND PROCEDURES X X X X Policy development Performance analysis Collection analysis SUBSCRIPTION CONTROL X X X X
Review of new order requests and renewal requests Placement of new orders with Agency
Establishment and maintenance of subscription control files
X
X
X
X Preparation of subscription renewal approval lists
Payment of Invoices
Vendor and source file maintenance
ESTABLISHMENT AND MAINTENANCE OF BIBLIOGRAPHIC FILE CONTROL
X Prepare serial record entry
X Provide cross reference controls
X
X Update serial holdings Transaction control: additions, changes, deletions RECORDING INCOMING RECEIPTS
X X X X X X
Sorting and assignment of incoming issues Bibliographic identification
Posting to control file Marking and routing issues
Recording changes in bibliographic or control information for file updating
Claiming
MATERIALS HANDLING AND COLLECTION CONTROL
X
X
X X
Sorting and shelving issues
Establishment and maintenance of routing control file Circulation control of routed materials
X X X X X X X X X
Storage of title-pages, indexes, etc.
Establishment and maintenance of binding control file Physical preparation for binding
Missing issues control
Preparation of want lists to complete holdings Preparation of duplcates lists for disposal
X Shipping of duplicates to requesting institutions
OUTPUT GENERATION, DISSEMINATION, AND REPORTING X
X
X
X
X
Preparation of serial holdings lists Union list reporting and/or printing
Preparati on of and printing order forms and subscripti on renewal lists
X Print claim notices
X Prepare serial check-in forms or arrival cards
32 8 3 out of 35 total tasks
METHODOLOGY OF DECISION MAKING (cant) With an Automated System:
Would still do manually Would do automatically
Still would not do at all
ESTABLISHING AND REVIEWING SERIALS POLICIES AND PROCEDURES
X X Policy development
Performance analysisyes
X X Collection analysis
SUBSCRIPTION CONTROL
X Review of new order requests and renewal requests
X X
X Placement of new orders with Agency Establishment and maintenance of subscription control files
X
X
X
X
Preparation of subscription renewal approval lists? Payment of Invoices
Vendor and source file maintenance
ESTABLISHMENT AND MAINTENANCE OF BIBLIOGRAPHIC FILE CONTROL X
X Provide cross reference controls? Prepare serial record entry X
X Update serial holdingsTransaction control: additions, changes, deletions RECORDING INCOMING RECEIPTS
X Sorting and assignment of incoming issues
X X X X X X Bibliographic identification Posting to control file Marking and routing issues
Recording changes in bibliographic or control information for file updating
Claiming
MATERIALS HANDLING AND COLLECTION CONTROL
X
X
X X
Sorting and shelving issues
Establishment and maintenance of routing control file Circulation control of routed items
X
X
X
Storage of title-pages, indexes, etc.
Establishment and maintenance of binding control file? Physical preparation for binding
X Missi~g issues control? X
X
X
X
X
Preparation of want lists to compiete holdings? Preparation of duplcates lists for disposal
Shipping of duplicates to requesting institutions OUTPUT GENERATION, DISSEMINATION, AND REPORTING
X X
X Union list reporting and/or printing Preparation of serial holdings lists X
X Print claim notices Preparation of and printing of order forms and
X
22 19
Prepare serial check-in forms or arrival cards out of 35 tasks
Automated
Serials COntrol Services Dial-up Claims and Ordering:
F'axon DataLinx
EBS:O OSS (Online Subscription Service) Serials Control Systems
F'axon SClO
EBSOC SCS {Serials Control System) PHILSOM Serials Control System OCLC Serials Subsystem
CLASS O,eckmate (microcCII'f1Juter based)
*••···
PLitomated
Interlibrary Loan Messaging Systems OCl.C Interlibrary Loan SJbsystem
Octanet (Midcontinental Regional Medical Library and PHILSOM) DOCl.INE (NLM)
Local Microc~uter (as in Denver, the RCONS System)
TEL~IL (GTE Telenet)
ONT't'tE II (Tymshare)
FUNCTIONS
~~~!!~-~~~~~~---~~!~!29!~~---~~~!~!~---~i~~~!~!i2~-E!!~~---~~g~i~i!i2~-Ei!~~---~~~2!~---Library Instruction Current Awareness Inhouse MEDLINE CE Infonnation Electronic Mail SEARCH TYPES Keyword Exact Truncated Authority Holding Library Special Collections Fonnat Control Numbers Duplicates Spelling Checks Check-In PatronClaim File Checkout
Want File Check-In
Bind Reserve
Holdings Hold File
Fiscal Info LTD Circulation
SEARCH KEYS
Author Search Title Search Subject Search Call Number Search Series Search PRODUCTS Overdue Notices Claim Slips Bindery Slips Order File Publisher/ Vendor Addresses Payment Fund g~~k!fg~~ Imprint (Date) Fonnat Outside ILL Systems -MED -State -DOCLINE Bindery Vendors Dept/Labs
LIBRARY OF THE SCHOOL OF MEDICINE
WA.,IDNGTON
UNI\lERSI1Y
SCHOOL OF
MEDICINE
AT WASHINGTON UNIVERSITY MEDICAL CENTER
April 17, 1985
PLANNING
ABSTRACT
In this overview of planning ~ emphasis will be on elements of needs assessment, identification of institutional constraints such as
hardware, time, personnel, etc., and suggested procedures for evaluating software. Sources of system software evaluation and review will
be noted and current opinion regarding trends in computer technology as it applies to libraries will be summarized. This material should provide tha participant with a logical planning model which will enable him to confidently approach library automation.
Box 8132
660 South Euclid Avt'IHIC St. Louis. Missouri 63110
LIBRARY OF THE SCHOOL OF MEDICINE
WASJ-DNGfON
r
UNIVERSfiY
SCHOOL OF
MEDICINE
AT WASHINGTON UNIVERSITY MEDICAL CENTER
April 17, 1985
PLANNING REFERENCES
Berger, Patricia W. System integration in the special library. Resource Sharing & Library Networks 1982 Summer 1(4) p. 5-17.
Deacon, Jim. Computer software for library/media center applications. Channel DLS 1983 18(6) p.
5~8-De Gennaro, Richard. Library automation & networking perspectives on three decades. Library Journal April 1, 1983. p. 629-635.
Mason, Robert M. Searching for software: finding & buying the 'right stuff'. Library Journal April 15, 1983 p. 801-802.
Matthews, Joseph R. and Joan F,. Williams. Oh, if I'd only known: ten things you can do today, to prepare for library automation tomorrow. American Libraries 1983 June p. 408-412.
Pratt, Allan. Microcomputers in libraries. IN Williams, Martha E. editor, Annual Review of Information Science v. 19, 1984 Chapter 8, p. 247-269. Stand-alone or shared? castings and considerations in turnkey configurations.
Library Systems Newsletter 1983 April 3(4) p. 25-27.
Tenopir, Carol. Evaluation of library retrieval software. IN Communicating Information. Proceedings of the 43rd ASIS Annual Meeting 1980, v. 17
Edited by Alan R. Benefield and Edward J. Kazlauskas. p. 64-67.
Tenopir, Carol. Identification and evaluation of software for microcomputer based in-house databases. Information Technology and Libraries 1984 March p. 21-34.
Tedd, Lucy A. Software for microcomputers in libraries and information
Selected Bibliography ' ' . Planning for automation:
Bierman, Kenneth John. Automation and the Small Library, LAMA, American Library Association, Chicago, 1982:-TSmall Libraries Publications No. 7) Boss, Richard. Library Manager's Guide to Automation, seconded.,
Knowledge Industry Publications, White Plains, NY, 1983 .
Corbin, John. Developing Computer-Based Library Systems, Oryx Press,
Phoenix, AZ, 19'8'1. ·
Ertel, Monica M. "A small revolution; Microcomputers in libraries," Special Libraries, April 1984, p. 95-101.
Matthews, Joseph R. Choosing an Automated Library System: a Planning
Guide for Managers, American-Library AssoCiation, Chicago, 1980.
Walton, Robert A. Microcomputers and the Library: a Planning and Implementation
Guide for Librarians and Information Professionals, Phoenix, AZ, Oryx Press, 1983. Software review:
Boss, Richard W. and Judy McQueen. "Automated Circulation Control Systems."
Library Technology Reports, March/April 1982 1 v. 8{2).
Gordon, Helen A., ed. Online Micro-software Guide
&
Director 1983/84.Online Inc., Weston, CT, 1983 with supplements
Koolish, K., ed. Sourcebook, Small S stems Software and Services Sourcebook,
Infosources Publishing~ NY, 1983 and Supplement, 1983
Nolan, Jeanne M., ed. Micro Software Report, seconded., Nolan Information Management Services, Torrance, CA 1983.
Saffady, William. "Data management software for microcomputers", Library Technology Reports, September/October, v. 19{5) 1983, p. 453-592.
Woods, Lawrence A. and Nolan F. Pope. The Librarian's Guide to Microcomputer
Technology and Applications, Knowledge Industry Publications, White Plains, NY 1983
Numerous journal articles. in·:Hbrar.y jour:nals.- I.n.addition, the following
journals may prove ~ost useful:
. . .
ACCESS: Microcomputers in Libraries. DAC Publications, P.O. Box 764, Oakridge, OR 97463 {4 issues/year, $11.00)
Byte, 70 Main St., Peterborough, NH 03458. Subs. to: Box 590, Martinsville,
NJ 08836. {12 issues/year. $18.00)
Library Hi Tech. Pierian Press, P.O. Box 1808, Ann Arbor, MI 48106
(4 issues/year, $19 . 50 for individuals, $39.50 for institutions)
Small Computers in Libraries. Graduate Library School, University of Arizona, 1515 First St., Tuczon, AZ 85719 {12 issues/year, $20.00)
Software Review . Meckler Publications, 520 Riverside Ave., Westport, CT 06880
(4 issues/year, $58.00) (also known by its cover title: . Library Software Review)
Library Systems Newsletter. (Publ. by Library Technology Reports) American Library
LIBRARY OF THE SCHOOL OF MEDICINE
WASI-DNGfON
UNI\lERSfiY
SCI-IOOL 0}.,
MEDICINE
AT WASHINGTON UNIVERSITY MEDICAL CENTER
April 17, 1985
CIRCULATION SYSTEMS AND ONLINE ACCESS
ABSTRACT
Circulation systems and online catalogs provide those computerized tools which support the essential library functions of access and control, that is, intellectual access to a library's informational resources
and control of its physical materials. These systems can also be con sidered to represent another of the goals of library automation, which is to facilitate the patron's interaction with the library's services and its bibliographic resources.
r
Features of circulation systems and online catalogs will be identified and criteria for selection such as the power of search processes will be emphasized. Because there are many systems available for purchaseinformation will be given on just a few selected systems for the purpose of illustrating both standard and unusual features. This information should provide the participant with a framework for logical comparison of the systems of his choice.
r
WASHINGfON
SCHOOL OF MEDICINE LIBRARY OF THEUNIVERSffY
SCHOOL OF
MEDICINE
AT WASHINGTON UNIVERSITY MEDICAL CENTER
April 17, 1985
CIRCULATION SYSTEMS AND ONLINE ACCESS
REFERENCES Articles:
Boss, Richard W. Circulation systems; the options. Library Technology Reports 1979 Jan-Feb 15(1) p. 7-105 .
Boss, Richard W., Marcum, Deanna B. The library catalog: COM and on-line options. Library Technology Reports 1980 Sept-Oct 16(5) p. 443-536 .
Fayen, Emily Gallup. The online public access catalog in 1984: evaluating needs and choices. Library Technology Reports 1984 Jan-Feb 20(1) p. 7-59. Horny, Karen L. Online catalogs: coping with the choices. Journal of
Academic Librarianship 1982 March p. 14-19.
Lundeen, Gerald, Tenopir, Carol. Microcomputer-based library catalog software. Microcomputers for Information Management 1984 September 1(3) p. 215-228.
Malinconico, S. Michael. Circulation control systems as online catalogs. Library Journal June 15, 1983 p. 1207-10.
Matthews, Joseph R. Competition & change: the 1983 automated library system marketplace. Library Journal May 1, 1984 p. 853-864.
Salmon, Stephen R. Characteristics of online public catalogs. Library Resources &Technical Services 1983 Jan/Mar p. 36-67.
Books:
Grosch, Audrey N. Minicomputers in libraries 1981-1982: the era of
distributed systems. Knowledge Industry Publications, White Plains, NY 1982 Matthews, Joseph R. Public access to online catalogs: a planning guide for
managers. Online, Inc. Weston, CT 1982.
Matthews, Joseph R. and Kevin Hegarty, editors. Automated circulation:
an examination of choices. American Library Association, Chicago, IL 1984.
Box 8132
660 South Euclid Avenue
St. Louis, Missouri 63110
WASHINGTON UNIVERSITY SCHOOL OF MEDICINE
CHECKLIST OF FEATURES OF CIRCULATION SYSTEMS
DATABASE -ABSENCE OR INVENTORY, NUMBER OF ITEMS, LENGTH OF RECORDS ACTIVITY - VOLUME OF CHECKOUTS, NUMBER OF PATRONS
OVERDUES - AUTOMATICALLY TALLIED, PRINTED RECALLS - AUTOMATICALLY PRINTED
WAIT LISTS - ROUTING NOTIFICATIONS, BY ITEM, BY PATRON FINE CALCULATION
BARCODES/BARCODE SCANNER
ACCESS TO FILES - PATRON NAME OR IDII, ITEM IDII, GALL II, DUE DATE COLLECTION USE STATISTICS
FLEXIBILITY OF SYSTEM- MULTIPLE DUE DATES, .CLASSES OF USERS, TYPES
'
WASHINGTON UNIVERSITY SCHOOL OF MEDICINE
CIRCULATION SYSTEMS FOR MICROS
Circulation Management System Orchard Systems
207 E. Third St.
Waunakee, WI 53597
(608) 849-5727 Apple II, II+, lie Less than $3,000 Eastwind
DataPhase Systems, Inc. 9000 W. 67th St.
Shawnee Mission, KS 66202
(913) 262-5100
IBM-PC, XT (Hard disk required)
$2,500 ($1,500 for six months after its introduction)
Library Circulation System II (Revised) Winnebago Software Company
109 W. Main St.
Caledonia, MN 55921
Apple II+, lie
$895 (ALSO: Library Circulation
System I for Apple II, II+ $695)
Overdue Writer (ALSO: Overdue Collector)
Library Software Company P.O. Box 23897
Pleasant Hill, CA 94523
(415) 943-1413
Apple II+, II, lie; TRS 80-II,III Less than $200
Circa II (revised) (**)
Management Systems Corporation 2155 S. 3270 West
Salt Lake City, UT 84119
Apple II; IBM-PC,XT Less than $3,000 Circulation Plus (*) Highsmith Co. P.O. Box 800 Fort Atkinson, WI 53538 (800) 558-2110
Apple II+,Ile; IBM-PC,XT; TRS 80-III,IV Less than $1,000
Library Circulation Management K-12 Micromedia
172 Broadway
Woodcliffe Lake, NJ 07675
Apple II, II+, lie; TRS 80-I,II,III $240
Online Circulation Systel]l
Richmond Microcomputer Software P. 0. Box 94088
Richmond, BC, CANADA V6Y 2A2
(604) 596-8853 Apple II, II+, liE $500
School Library Book Circulation System ESE Software Company
111 Kennedy Court P.O. Box 9022 Naples, FL 33942
(813) 774-1249
Apple II,II+,Ile; IBM-PC,XT $795
(*) Circulation Plus used to be sold by
Library Software Co., Pleasant Hill, CA
(**) Circa II used to be sold by Highsmith Cc
WASHINGI'ON UNIVERSITY SCHOOL OF MEDICINE
"MULTI-MODULE" SYSTEMS FOR MICROS
ADLIB
Advanced Library Concepts Suite 175
9343 Tech Center Dr. Sacramento, CA 95826
IBM-PC,XT (hard disk required) $5,000?
11 modules, integrated system Circ; Cat; Acq; Ser; ILL; etc.
BACS
Washington University School of Medicine Library
660 S. Euclid
St. Louis, MO 63110
(314) 362-7080 (ATT: Betsy Kelly) IBM-AT (20 MB hard disk)
MUMPS operating system required
$5-10,000 depending on modules chosen Circ; Cat; Acq; Ser;
Book Trak Automated Library System Follett Library Book Company
4506 Northwest Hwy. Crystal Lake, IL 60014
(800) 435-6170 (815) 455-1100
Apple II, II+, lie $1125
Circ; Acq; Ser; Cat; Cat~ card print and label
Librarian
Information Management Consultants, Inc.
225 W. 34th St.
New York City, NY 10001 (212) 244-5440
IBM-PC, XT
$2,750 per module
Cat; Ser; Acq; Circ; Corp. Reports;
ALS (Automated Library System) Computer Translations, Inc., Library Systems Division 2155 S. 3270 West
Salt Lake City, UT 84119
Apple II, II+, lie (hard disk recommended) $1,700?
Integrated system
. Biblioquest
M. A. McKernie & Assoc. 1509 Newlands, #1 Burlingame, CA 94010
Any CP/M operating system $2,000
Circ; Cat; Acq;
Card Datalog Data Trek, Inc.
121 W. "E" St.
Encinitas, CA 92024 (619) 436-5055
Apple II, II+, lie Altos, any CP/M operatin system
$2,400
Circ; Acq; Ser; Cat; and Lab. Notebooks
Micro-Circ and Micro-PAC Micro Library Software World Towers
15600 Drummet Houston, TX 77032
(713) 370-3399
(hard disk recommended) Any CP/M or MS/DOS operating system $1495 for Micro-Circ
WASHINGfON UNIVERSITY SCHOOL OF MEDICINE
"MULTI-MODULE" SYSTEMS FOR MICROS
p. 2
Nonesuch Automated Library System Ringgold Management Systems, Inc. P. 0. Box 368
Beaverton, OR 97075
(503) 645-3502
TRS 80-II or 16; CP/M operating system(lO KB hard disk)
Approx. $15,000 Circ; Acq;
School Library Management System Gaylord Bros., Inc.
Systems Division, Box 4901
Syracuse, NY 13221-1901
(800) 448-6160 ATT: David Needham
Apple II, lie (with CP/P operating system); IBM-PC,XT and compatibles Hard disk required
$1,495
Circ; Acq; Cat; integrated modules
Ocelot Library System ABALL Software
2268 Osler St.
Regina, Saskatchewan, CANADA
24P 1W8
(306) 569-2180 IBM-PC
$2,500
CHECKLIST OF ONLINE CATALOG FEATURES
r
1. DATABASE CONTENT:: 2. LENGTH OF RECORD 3. AUTHORITY CONTROL 4. ACCESS KEYS 5. BOOLEAN LOGIC 6. USER CORDIALITY7. TYPES OF DISPLAY FORMATS 8. TYPES OF PRINT FORMATS 9. RESPONSE TIME
10. SECURITY 11. TRAINING
12. AUDITING AND REPORTING
r
13. SYSTEM HARDWARE 14. SOFTWARE
15. NUMBER OF TERMINALS 16. PROVISION FOR BACK-UP ----from:
.
)
)
)
FEATURES OF LIBRARY CATALOGS
FEATURES CARD CATALOG COM CATALOG ONLINE CATALOG
1. Database 2. Access points 3. Search Strategy 4. Ease of use Training Help Monitoring of searches 5. Currency/Ease of Updating 6..-. Access i bi li ty 7. Response Time 8. Accuracy/System Security 9. Cost 10. Holdings Availability 11. Size of Library
Tapes from bibliographic utility .
Interface .,
Direct keying
Retrospective conversion
. Length ..of record ( ful_l_MARC ,brief)
A,T,S,S,#,LC,ISBN,Doc.#,Format,Pub.,Date,Lang. Indexes: keyword, derived keys, alphabetic Methods: Boolean (implied,explicit)Limiting
Truncation (alphabetic)
Combination of fields; Sorting Browsing authority (index) files Authority controlled searching?
i~any files; may have to use exact punctuation
Menu; Command structure Help screens, instructions,
Formats; Displays; Searching monitored Modes (Novice, or experienced user) Training from vendor?; Documentation? To date of tape load; Interim files? Immediate if interface, or direct
Immediate corrections; Global change functioffi Many termi na1s ,1 user each'; phone. lines? Potential for networking
Depends on variables of file size,# users, activity volume, job mix
Patron perception acute
No filing errors (machine rules) No forgiving data errors
Some error reports (input data) Database security
High (except small micros)
Data storage c~sts, phone lines,
Storage costs ·:.v
Circ. status combined with bibliographic info Small (micro or shared system)
25,000-700,000+ Cards: from OCLC,etc.
in house Brodart, Marcive A,T,S,S,# Alphabetic X-References to bring subj.together Co-location for authors Alphabet is natural Filing rules maybe
1 or 2 files ·
Can't monitor usage
Microfilm from tapes: Conversion from: OCR typewriter OCLC tapes Brief record
A:T.s,s,
·
I Alphabetic~me
approa~~ - , unnatural QameTo date of cards filed To date of last batch
or corr~ctions made produced
1 place/many users Many places, 1 user each
not reproducible easi1y reproducible
Immediate Immediate
Filing mistakes;interpretation Errors on cards can
be forgiven
Cards can be lost Keying errors, Filing errors
Moderate ~
Labor intensive,·'
Cheaper than cards
Start-up costs, equipment,
conversion. ·
Owned, no eire. status (same
Any 25,000+
r
MEDICAL & SCIENTIFIC BOOKS, INC.
11559 ROCK ISLAND COURT • MARYLAND HEIGHTS, MISSOURI 63043 • (314) 432-1400 TELEX: 44-808
AUTOMATED ACQUISITIONS AND COLLECTION DEVELOPMENT
The librarian in a small setting has many options for automating the acquisitions process. Microcomputer software packages can be purchased that specifically handle acquisitions, or programs can
be developed from database management systems. Online access to
utilities or vendors is another possibility. Cost and ease of use are critical factors in making a choice; equally important is how the system will support collection development and other functions. Specific components of a useful system will be examined, and examples of different approaches to automated acquisitions will be provided.
The emphasis will be on ~on-integrated systems. Participants will
be encouraged to share their experiences with· acquisitions systems •
.SELECTED BIBLIOGRAPHY
Boss, Richard W. Automatipg Library Acquisitions; Issues and Outlook. Knowledge Industry Publications, 1982.
Cibbarelli, Pamela. Directory of Information Management Software.
Pacific Information Inc., 11684 Ventura Blvd., Studio City, CA
91604. 1983 with 1984 supplement.
Matthews, Joseph. Choosing an Automated Library System; a Planning
Guide. American Library Association, 1980
Walton, Robert A. Microcomputers; a Planning and Implementation
Guide for Librarians and Information Professionals. Oryx Press ,
MEDICAL & SCIENTIFIC BOOKS, INC.
11559 ROCK ISLAND COURT • MARYLAND HEIGHTS, MISSOURI 63043 • (314) 432-1400 TELEX: 44-808
AUTOMATED CATALOGING SERVICES
The cataloging capabilities long available to librarians in large institutions have in the last few years become feasible for the small library due to smaller systems, improved telecommunications, and cooperative ventures. Cost-effective methods exist for both obtaining the data and producing the end product. Examples of online sources of data (CATLINE, LC MARC), and sources of cards and tape
(OCLC, MARCIVE), will be examined in the light of current needs and future possibilities. The potential of the M300 Workstation will also be considered, and mention will be made of microcomputer-based card production. Participant input will be solicited .
SELECTED BIBLIOGRAPHY
Allen, Chris Willis. OCLC for the Hospital Library; the Justification Plan for Hospital Administration. Bulletin of the Medical Library Association. 1982 July; 70(3): 293-297.
Geneway, David C. Microcomputers as Interfaces to Bibliographic Utilities. ONLINE 1983 May; 21-27.
Matthews, Joseph R. The Automated Library System Marketplace, 1982: Change and More Change. Library Journal 1983 Mar; 547-553.
Reynolds, Dennis. Leased Line vs Dial Access on OCLC: Impact of Forth coming Rate Increase and Implication of the M300 Workstation and the M300 Microenhancers. Action for Libraries 1984 May; 10(5):3-4
