planning for an automated library system*myrepositori.pnm.gov.my/bitstream/123456789/1024/1/... ·...

PLANNING FOR AN AUTOMATEDLIBRARY SYSTEM*

OlehMohd. Sharif Mohd. Saad**

Abstrak

Pengautomasian perpustakaan seakan trend yang menyerlahkan prestij pengurusan maklumat masa kini. Profesionalmaklumat kini semakin responsif terhadap pengautomasian pengurusan perpustakaan, mewujudkan fenomena barudalam dunia kepustakawanan. Kertas ini membincangkan dengan lebih mendalam tentang Perancangan pengautomasiandan perlaksanaan bagi menjamin kualiti perkhidmatan maklumat kepada pengguna. Keperluan terhadappengautomasian, kriteria pemilihan dan garis panduan perlaksanaan dianalisa secara ringkas dan menyeluruh.Perpustakaan di institusi pengajian tinggi swasta juga dilihat sebagai entiti yang mempunyai keperluan pentingterhadap perkhidmatan maklumat yang berautomasi bagi memastikan akses kepada sumber pendidikan dapatdikendalikan secara lebih cekap dan berkesan.

1. INTRODUCTION

Academic libraries progress along with the developmentof [heir institutions. Administrators in those institutionsshould bear in mind of the important roles of the librariesin providing resources and services for the successfulimplementation of their programs. The library on theother hand also need to he more involved in the teachingprocesses and must respond to the current leaching,learning trends and needs.

Providing the highest efficiency in managing informationservices is one of the primary goals of libraries. Thishave prompted libraries to apply information technologyin their library operations and services. No library canjustify its automation exercise simply to replace theconventional / traditional system, to be fashionable or upto date. Automation will provide the library a tool bywhich they can make changes, so as to improve libraryoperations and services.

Automated library system in libraries of institutes of higher learning in Malaysia

* Paper presented during Seminar On Organising Libraries For Private Education, 6 Oktober 1999 at Armada Hotel. Petaling Jaya.

** Senior Lecturer. Faculty of Information Studies, UiTM

College / University Name of the Software Year implemented

University Sains Malaysia

Universiti Kebangsaan Malaysia

Universiti Malaya

DOBIS / LIBIS

PHOENIX

DOBIS / LIB1S

VIRTUA

DRA

1988

1996.

1991

1998

1992

Universiti Islam Antarabangsa DOBIS / LIB1S

HORIZON

1992

1999

Universiti Utara Malaysia

Universiti Malaysia Sarawak

Universiti Teknologi Malaysia

Universiti Teknologi MARA

SISPUKOM

VTLS

DYNIX

SISPUKOM

ILMU

1992

1995

1991

1994

1999Universiti Putra Malaysia

Universiti Tun Abdul Razak

Universiti Tenaga Nasional

Universiti Telekom

International College Penang

Sunway College

Kolej Matrikulasi Yayasan Saad

Kolej INTI

Pusat Teknologi Pengajian Lanjutan

VTLS

VIRTUA

GEAC

GEAC

VTLS

SISPUKOM

GEAC

ILMU

ILMU

ILMU

1989

1999

1998

1998

1994

1993

1999

1998

1998

1997

The chart shows that most of the public academiclibraries are automated. Some like USM and UKM haveeven changed their library systems over the years. Manyreasons were given for the change. Among the reasonsfor the change, include the capability of the systems oreven support services provided. When you choose to

Hakcipta Terpelihara © 2000 - Perpustakaan Negara Malaysia


automate you must be sure of the capability of thesystem in meeting the library requirements. All thesystems adopted by these libraries are integrated librarysystems and have been developed and supported by localand foreign developers and vendors.

2. WHY AUTOMATION?

Automated library systems can be advantageous in manyways. The task of a function in the library can beeliminated or be earned out, more quickly, accuratelyand with increased control. This is very true for taskswhich are clerical, routine and repetitive in nature. Forexample, with automated circulation, it will eliminate theneed to prepare overdue notices, or filing of borrowers'cards. In addition, filing of catalog cards which is tediousand time consuming will be totally eliminated.

Automation will facilitate the collection of reliablequantitative data by which the library can use to monitornot only it's performance but more important thechanging behavior of it's users. For example, loanstatistics and the analysis of loan patterns will definitelyhelp to support budget requests and collection development.

Data collected will also provide a way to offer newimproved services. The demand for materials notavailable in one's library collections will encouragelibraries to cooperate among themselves in the provisionof materials for its users. Services, such as reference,document delivery and inter-library loan have increasedand improved with the application of automated libraryservices.

The products of an institution of higher learningShould be an educated person who has the love forlearning and will continue to learn. In facing thechallenges of being a developing nation by theyear 2020, educators believed in the concept ofresource-based learning. To meet the needs of education,automated libraries will not only help a user to traceinformation available in one particular library but willalso be able to seek information from other sources. TheMalaysian government is committed in encouraging ITliteracy to create a knowledge-based society in the twentyfirst century, can also be a reality with the advent ofautomated library services.

With the advancement of IT in the country, there is ahuge demand by the users for the use of computers inlibraries. Most of the public libraries in Malaysia areautomated. Introduction to IT in schools, also exposedstudents to computer literacy and thus prepare them forIT based learning in academic institutions.

3. PLANNING FOR AUTOMATION

Automated library system is the most important partof the information technology in libraries. The mostfeasible type of automation system for the library is anintegrated library system, with a user friendly on-linepublic access catalog (OPAC).

Decision on automated library system can only be madefollowing careful consideration of the objectives, thescheme and methods of achieving them. When planningfor automation, several steps must be taken

i. Preliminary planning

Library managers must provide the objectives for libraryautomation. They must identify areas in library serviceswhich need to be reviewed and improved and howautomation can help in solving problems such as thelarge amount of backlog processing, the materials theyhave acquired or the long queue at the circulation counter.

ii. Feasibility Study

The next step is to conduct a feasibility study. There arethree aspects to be taken into consideration during thefeasibility study:

a. Technological feasibility - resources such asPC's

b. Operational feasibility - skills and laborrequirements

c. Economic feasibility -benefit of installing thelibrary systems

Finance is needed for the expertise, equipment, etc. butthe most important factor is the investment for the future,It will improve the quality of library services and pro-mote efficiency. This will determine whether the benefitsfor the library will be greater than the cost involved inimplementing it.

iii. Requirement definitions.

The librarians must define the scope of the system i.e.the software must be able to perform the function. Forexample, functions in acquisition, cataloging, authoritycontrol, circulation, and OPAC.

a. Acquisition

Many important tasks are performed out of thesight of library users. In materials acquisition,automated system can be used in many ways:connection to vendors, automatic accounting,



automatic claiming, supplier performancecontrol, reports by clients, suppliers, etc. Thesewill bring extra value to the library andit's users. For example, items that havebeen ordered, but are not yet available can beincluded in the catalog. Handling of ordersrequires less time, when bibliographic data canbe copied to the library system from the Internetor from connected CD - ROM or other databases.

b. Cataloging and Classification

The purl of the library work that mostsignificantly can be improved by an automatedsystem is cataloging. Ready made catalogingrecords with the correct formats can beextracted from different sources like the UnionCatalog or supplier lists or other referencesources.

c. Circulation

All kinds of lending, local lending, interlibraryloan and circulation of items can be made moreeffectively. The systems contain data about theusers, their loans, reservations, etc. These datacan also be made accessible to the users.Services like document delivery can be includedin the lending procedures. Users can type theirrequests for loan or a copy of an article withoutgoing to the library.

d. On-line Public Access Catalog (OPAC)

On - line Public Access Catalog is the mostrelevant part of the automated system for theusers. The menu and instructions must be briefand clear. Apart from author, title andsubject search it can limit search by language,time, country and etc. Possibility of partial andBoolean search.

These functions must conform to standards, especiallyto international standards such as Machine ReadableCatalog ( MARC format ) for bibliographic records,Z-39.50 protocol for access to databases. A sample ofuser requirement checklist is attached < Appendix A ).Based on the above processes a decision will have to bemade whether to design a library system if your organiza-tion have the personnel, capability or skill, or to purchase aturnkey system, or to purchase a turnkey system withcustomisation.

4. CHOOSING AN AUTOMATED LIBRARY SYSTEM

Commitment in automation has a long term impact onthe library. Thus, evaluating, selecting and contractingfor an automated system must be done carefully. In

Malaysia we are fortunate to have available in themarket more than a dozen library systems softwaredeveloped both locally and abroad. Today, you are likelyto find more than one system that will fulfill yourrequirements.

Among the factors to be considered when selecting anautomated library system are as follow:-

a. Functional Requirements (as we have discussedearlier)

b. Software

• Is it Y2K compliant?

• Is the application software written in a standardlanguage?

• Is the operating system standard?

• What is the quality and nature of support?

• Has the system been tried and tested?

• What provisions are made for security andback - up in case of malfunction?

• What are its capabilities with regards to out-put?

c. Expansion capability

• Can the system grow with the library?

d. Compatibility

• Is the system compatible with other systemswhich have already been installed?

e. Response time

• Vendor definition of response time?

• What are the responses for each function /module?

• Are they guaranteed?

f. Networking capabilities

• What are the prospects for networking?

• Is it an open system?

• What communication protocols do theysupport?

• Are OS1 standards supported?

g. Training

• What training is given for all aspects of thesystems?

• How much does it cost and is it adequate?

• Where does it take place?



• Is there a training file / on - line guideincluded in the system?

h. Background and status of the company

• Its financial stability?

• Its commitment to library applications?

• Arc there any user group?

i. Documentation

• Arc all aspects of the system fully documentedfrom both the computer operator and thelibrary operator's point of view?

j . Hardware

• Is it from a standard reputable manufacturer?

• Is it specific to the vendor?

• What is the quality and nature of engineeringsupport?

• What docs the vendor quote as the 'meantime between failure' (MBTF) rate?

• Is it open system hardware?

In this process, if the librarian concerned feels that he /she does not posses a strong knowledge in thearea, perhaps, a steering committee , can be appointedconsisting of staff from the library and the systems'personnel or the library can even appoint an independentconsultant.

5. IMPLEMENTATION AND MAINTENANCE.

Before implementing the automated library system.there may be a need to reorganise the library operations.Coordinating and monitoring is vital for smooth andsuccessful implementation. The implementation processinclude

• Installation

• Testing

• Training

• Data Conversion

• Commissioning

There has always been a question of whether the libraryshould sign a maintenance contract or not. Vendors leavethe decision to the libraries. If a library decide to sign amaintenance contract, services such as service charges,future enhancement, etc. will be part of (he maintenancepackage. If not, for every services rendered after thewarranty period, maintenance will be charged.

6. CONCLUSION

Once an automated library system has been acquired,changes to the organisation of library operations will becarried out. If these job functions are not done accordingly,the libraries will most probably encounter difficulties inutilizing this new technology. Some people might seethis development as a threat to their jobs. Motivation andtraining is the best way to make them more receptive tothe new technology and the new working environment.



REFERENCES

Bases of Modern Librarianship : A Study of Library Theory and Practice in Britain, Canada, Denmark, TheFederal Republic of Germany and the United States, edited by Carl. M. White Oxford. England. : Pergamon Press,1964. 126p.

Clayton. Marlene. (1987) Managing Library Automation. Hants, England. : Gower

Faks, James F. Kueterneyer. Vincent E, Brusic Sharon A. (1993) Technology Today and Tomorrow. 2 d ed. NewYork: Glencoe. 5 76p.

Geller Stan, Goran. (1996) " The Impact of Electronic Services on Library Organisation and Management'- In LibraryManagement and Information Technology'. May 27 - 29..

Hansen, Gary, Hansen, James V. ( 1996 ) Database Management and Design. 2nd ed. Upper Saddle River. N.J. :Prentice - Hall. 582p.

Introduction to ASEAN Librarianship : Academic Libraries, edited by Corazon M. Nera. Jakarta: ASEAN COCI.1993.

Katni Kamsono Kibat, Indahsah Hj. Sidek. (1992) - From Idea to Reality : Discovering Oppurtunities for Computerisationin Malaysian Libraries and Information Centres" . In International Symposium and Exhibition on the LatestDevelopment in Technologies of Library Services, September 7-11, 1992, Beijing, China.

Kimber R.T. (1974) Automation in Libraries. 2nd ed. Oxford, Eng.: Pergamon Press, 1974

Matthews, Joseph R. (1980) Choosing an Automated Library System : A Planning Guide. Chicago: AmericanLibrary Association.

NLG - SEA Directory : Computer Systems, Software and Databases in Southeast Asian Division, NationalLibrary of Malaysia. Kuala Lumpur : Perpustakaan Negara Malaysia. 1996

Pirkko, PIetilainen.(1996)—-How to Add Value to Library Services by IT—. In Library Management and InformationTechnology, May 2 7 - 29,

Slivinski, Maria.( 1996) - Changes al the Nicholas Copernicus University Library in Torun before Introducing theComputerized System Horizon- In Library, Management and Information Technology, May 2 7 29,



APPENDIX AUser Requirement Checklist (URC)

Integrated Library System



FUNCTIONS

A. ACQUISITIONS

1 Selection

1.1 The acquisitions module is available from all staffterminals on the system to users with the appropriatepasswords.

1.2 The system permits the creation of records for selectionpurposes.

1.3 Search options should be available in the acquisition modulefor easy search

1.4 Selection lists - possibility to list titles already selected sothat other selectors may add copies to the order before it is placed.

1.5 A variety of types of materials can be accommodated, includingbut not limited to:• monographs• monographs in series• serials• law reports and statutes• continuations• documents / official publications• audio visual materials a CD-ROMs• articles and chapters of books• annual reports• globes/maps/atlases• kits• photographs

1.6 Provides a selection list feature whereby titles the library intendsto order may be kept online in the system for review andrecording for order request by selectors.

2

2.1

2.2

Bibliographic Verification

Interface to a bibliographic utility - possibility to download abibliographic record from a bibliographic utility prior to orderingto minimize keying

Interface to a CD-ROM-based cataloguing support system orBibliofile - able to download a bibliographic record fromCD-ROM-based cataloguing support system prior to ordering tominimize keying

2.3 Z39.50 client - possibility to search any remote systemwhich supports the Z39.50 interfacing standards in a mannerwhich is transparent to the user.

2.4 GUI client - possibility to use a graphical user interface toincrease staff productivity, especially by making it possible toaccess other electronic information while in the acquisitionsapplication.

Yes/No Remarks



FUNCTIONS Yes/No Remarks

2.6 An appropriately authorized user shall be able to retrieve andchange existing acquisitions records online.

2.7 Possibility to download and to retain a MARC-formatted recordand use formatted screens with default values for duplicatedetection.

3 Vendor Assignment

3.1 The vendor file can accommodate vendor names and addresses,including both order addresses, remittance address, trade terms,policies and the publishers they represent.

3.2 Able to accommodate vendor performance statistics.

3.3 The vendor name and address is accessible from other modules.

3.4 Appropriate prompts can be provided for keying of vendor filerecords. Bar-code scanning alternative to be provided.

3.5 Vendor file records include the following information:

• vendor name

• vendor address (order and remittance)

• vendor performance statistics calculated by the system toindicate the average amount of time a particular vendor requiresto fill an order

4 Ordering

4.1 Order preparation support - formatted screensshould be available to minimize keying and reduce errors.

4.2 Want lists - possibility to ascertain what out-of-print the library isseeking to facilitate want list preparation or to check dealer'scatalogues.

4.3 Duplicate detection (listing) - orders can be automatically checkedagainst other orders; to avoid duplicates.

4.4 The system can report the current status of any or all titles orderedor received

4.5 Capable of printing purchase orders on any specified format orderforms according to schedule or upon request.

4.6 The system is capable to produce purchase orders on paper forms.

4.7 When a purchase order is complete and the invoice has beenreceived, the acquisitions record will flagged to permit its laterdeletion or transfer from the acquisitions file.

4.8 The system has the ability to monitor ordering throughput byterminal number and individual password number.

5 Claiming and Cancellations




5.1 Claim alert - automatic notification on orders for more than thelength of time specified.

5.2 Able to provide for the retention of records under conditions suchas: item out-of-print, publication canceled, order canceled, etc.

6 Receiving

6.1 Check-in records are retrievable by a variety of search keys,including ISBN/ISSN, LCCN, author, titles and series

6.2 Duplicate detection (receipts) - capable to retrieve all records thatmatch two or more fields should the receipt does not fully match.

6.3 Capable of handling, receipt of items with invoices, items withoutinvoices, and invoices without items

6.4 When receipt of item is recorded, the system can update all files,including vendor and financial files.

6.5 When the receipt of an item is recorded, the system canautomatically update the display associated with the copyof the acquisitions record in the bibliographic file fromon order" to "inprocess" with further information to the users.

6.6 Capable of accepting new bibliographic information about a titleat any time after order placement or when its receipt is recorded.

7 Payment

7.1 Currency Conversion - the system can retain a conversion tableand convert to or from foreign currencies.

7.2 Voucher preparation - the system is able to generate a voucherthat authorizes payment of an invoice,

i

7.3 The system can provide constantly updated fund information

7.4 The fund file can be updated automatically to indicate fileencumbrances and debts as a result of actions on theacquisition file and it shall be updated online as transactions occur.

7.5 Accommodates an unlimited number of fund file records.

7.6 The system can provide an early warning alert of funddepletion when the level of an encumbered fund reaches alibrary-specified value.

7.7 Capable of producing standard covering letters, cheques onvouchers for payment to vendors.

7.8 Able to accommodate credits, refunds and partial order payments.

8 Statistics

8.1 Report generator - able to allow the creation of reports inaddition to those, which have been coded by the vendor.




8.2 The system can provide weekly, monthly, semi-annually, annuallycumulative fund activity and commitment reports, and otherspecified statistical reports periodically or whenever requested.

8.3 Capable of producing reports which accommodate periodsduring which items are still being received against theprevious year's appropriation, giving the library the choiceof reports which include or exclude these overlaps.

B SERIALS CONTROL

1 Basic

1.1 The system has the ability to accommodate all types of serials,including, but not restricted to:

• Periodicals

• Continuations

• Law reports

• Newspapers

• Annuals

• Governmental

• Monographic series

• Memoirs

• Proceedings

• Transactions

• Indexes

• Supplements

• Loose-leaf materials

2 Selection

2.1 The system has the ability to accommodate all types of serials,including, but not restricted to:

• Periodicals

• Continuations

• Law reports

• Newspapers

• Annuals

• Governmental

• Monographic series

• Memoirs

• Proceedings




• Transactions

• Indexes

• Supplements

• Loose-leaf materials

2.2 The serial module is available to all selectors' terminals with theappropriate passwords.

2.3 The system permits the creation of records for selection purposes.

2.4 Search options should be available in the serials' requisitionmodule for easy search.

2.5 Selection lists possibility to list titles already selected so that otherselectors may add copies to the order before it is placed.

2.6 GUI Client - possibility to use a graphical user interlace toincrease staff productivity, especially by making it possible toaccess other electronic information while in the serials application.

2.7 Provides a selection list feature whereby titles the library intends toorder/subscribe may be kept online in the system for review andrecording for order request by selectors.

3 Bibliographic Verification

3.1 Full-MARC record retention - possibility to download and toretain a MARC-formatted record.

3.2 Interface to a bibliographic utility - possibility to download abibliographic record from a bibliographic utility prior to orderingto minimize keying.

3.3 Interface to a CD-ROM-based cataloging support system - able todownload a bibliographic record from the CDROM-hasedcataloging support system prior to ordering to minimize keying.

4 Vendor Assignment

4.1 Appropriate prompts are provided for keying of vendor file records.

5 Ordering

5.1 Order preparation support - formatted screens to minimizekeying and reduce errors.

5.2 Periodicals - formatted screens for creating orders andcheek-in records for periodicals.

5.3 Irregular continuations - orders for continuation shouldaccommodate both regular and irregular publication patterns.

5.4 Standing orders - for all of the publications of an associationor other publisher should be accommodated, including a mix ofperiodicals, continuations, and monographs.




5.5 Gifts and Exchanges - able to accommodate the recordingof gift subscriptions and bilateral exchanges.

5.6 Lists of subscriptions - which include information on price,and the funds to which the items are charged.

6 Receiving

6.1 Check-in - check-in records, should be retrievable by a variety ofsearch keys, including ISSN, LCCN, title and publisher.

6.2 Duplicate detection (receipts) - the receipt of more copies thanrequired should be detected and the operator alerted.

6.3 Supports the check-in of multiple copies of an issue on a singlecheck-in screen even when these copies are accommodated inseparate copy records.

6.4 For titles with a predictable pattern of enumeration and chronology:

• Check-in of issues earlier or later than the next expected issueshall be possible by using a minimum number of keystrokes.

• The operator shall not be required to key any data onto thecheek-in screen, except to indicate the number of copies receivedwhen this is more or less than the number of copies expectedby the system.

• Check-in of issues earlier or later than the next expected issuedshall be accomplished by the operator keying adjustments tothe expected issue information displayed.

The system shall be able to accept change of pattern of enumerationor chronology by an authorized operator.

7 Routing

7.1 The system can support the development and maintenance ofrouting lists for specific copies of serials.

7.2 The recipient file can accommodate recipients' names and locations.

7.3 Able to prioritize the order of recipients on routing listsaccording to the priority of the individual, and secondarily,the recipients' location.

7.4 The system can implement on all routing list changes in a recipient'sname, position title, location or priority with only one changeinput into the system.

8 Claiming and Cancellations

8.1 Claim alert - automatic notification that an issue has been skippedor that a title has had no activity for more than the length of limespecified (overdue).

8.2 Able to provide for operators to flag items as missing or overdue.




8.3 The online review procedure shall allow for staff to indicate that anitem should be retained on the missing issue list forreconsideration or passed to a claiming file for the generation ofa claim.

8.4 Ability to generate claim notices in printed form and also inmachine-readable form.

8.5 Able to identify issues requiring second and third claims accordingto library-determined time lags which may be defined for varioustypes of items.

9 Payment

9.1 Currency conversion - retains a conversion table, and shouldconvert to or from foreign currencies.

9.2 Voucher preparation - generates a voucher, which authorizespayment of an invoice.

11 Statistics

11.1 Report generator - able to allow the creation of reports in addition' to those, which have been coded by the vendor.

11,2 Able to combine reports for separate library holdings intoa single system-wide listing and to output this information onlineor onto tape.

11.3 Able to list the holdings of individual facilities and locationsseparately, with a symbol for the location.

11.4 The system shall have the ability to produce a variety of statisticalreports, including:

• Number of titles

• Number of volumes, reels, sheets, etc.

• Number of copies

• Number of issues checked in by period, operator ID,terminal, etc.

• Number of titles subscribed

• Number of titles received by gift and exchange

• Number of back issues or added copies received

• Statistical reports to be available by determined limeperiods, i.e. quarterly, semi-annually. etc.

• Statistical reports from departmental locations

• Total number of titles on subscription

C CATALOGING

1 Basic




1.1 The system can accommodate the following functionality:

• Supports a cataloging and database maintenancemodule, which integrates with all other modules.

• Password security - protected by several access levelsof password security

• Designated staff accesses levels - possibility to makethe cataloging/database maintenance capabilitiesavailable only from designated staff terminals.

2 Cataloging-in-Publication (CIP)

2.1 Interface to a bibliographic utility - possibility to download abibliographic record from a bibliographic utility, among othersOCLC. Library of Congress database, local library catalogue, orany other catalogues from Internet, including records on authority,items and patrons.

2.2 Capable of interfacing with any CD-ROM-based catalogingsupport system, among others. OCLC. CDMARC Bibliographic,Bibliophile, British National Bibliography, GBIP, etc.

2.3 Support automatic generation of punctuation system according to1SBD format.

2.4 A PC or NC with a graphical user interface (GUI) shall beavailable as an alternative to an ASCII terminal

2.5 A cataloguing "client" that is Z39.50 compliant shall be availableas an alternative to a terminal or a PC/NC with a GUI.

2.6 Creation and maintenance of records - supports the creation andmaintenance of bibliographic, authority, item and patron records.

2.7 Support local keying of bibliographic, authority, item and patronrecords.

2.8 Formatted screens is provided for local data entry and editing(Original cataloging)

2.9 Error checking / detection tor local and imported data entries.

2.10 The system can detect duplicate records - including duplicatebibliographic, authority and item records-entered into it and retainsthem in a review file.

D BIBLIOGRAPHIC FILE

1.1 Capacity is provided for full MARC bibliographic records (withoutlimit to the record length) plus tags and the necessary indices:

• author authority

• series authority

• subject authority




• title alphabetical

• title keyword

• series keyword

• contents keyword

• subject keyword

• title/series/subject keyword (combined)

• ISBN/ISSN

• LCCN

• bibliographic utility number

• call number

• item bar-code

• (other 5 indices specified by library)

1.2 The system can construct indexes immediatelyas records are added to the database. A subsequent batch processwill be available as an option

1.3 Accepts brief MARC records.

1.4 Capable of incorporating changes in the MARC bibliographicformat or new national standard formats as they are developed,including format integration.

1.5 Interface to a bibliographic utility possibility to download abibliographic record into the system by tape, reading bar-codeor other magnetic media.

1.6 Capable of accepting online transfer of bibliographic records frombibliographic utilities such as OCLC that supports MARC exports.

1.7 Interface to a CD-ROM-based system, that is. capable of acceptingonline transfer of bibliographic records from CD-ROM-basedsystem that supports MARC export.

1.8. Retains all levels of multi-level bibliographic records.

1.9 Possible to replace records which are incomplete with full MARCrecords using an overlay procedure without losing copy-specificinformation.

1.10 An automatic checking against authority files with generation ofexception notification, for local cataloging.

1. 11 Possible to modify or delete fields or sub-fields without rekeyingthe entire field of sub-field.

1.12 Capable of supporting four levels or record display:

• minimum: author, title, call number, publication date

• brief: location, call number, main entry, title, subtitle, imprint.



FUNCTIONS ' Yes/No Remarks

series, edition, holdings, circulation status

• full: brief augmented with notes, tracings, and other informationnormally found on a catalog card

• Full MARC: including all tags, indicators, subfield codes, fixed field elements, etc.

1.13 A master record can contain all call numbers, notes, subjectheadings, etc.. which may be required by the different locationsor cataloging practices.

1.14 Able to accommodate and allow access by a variety ofclassification schemes, including Library of Congress, Dewey,Official documents, etc.

1.16 All copies of the same edition of a title shall be linked to themaster record for the title.

1.16 Different formats of the same title shall be linked to the masterrecord for that title.

1.17 Capable of accepting online transfer of bibliographic record fromany international MARC formats for all forms of materials.

1.18 Supports the following standards (and incorporate any futurerevisions to these standards):

• AACR 1 1 (revised edition)

• Library of Congress Subject Headings

• Library of Congress Classification

• ALA filing rules

• International Standard Bibliographic Description

• ANSI Standard for Bibliographic Information Exchange onmagnetic tape

• Common communication format (ISO 2709)

E AUTHORITY FILE

1.1 Capable for mounting and maintaining a system-wide authority filein full MARC formats.

1.2 Supports multiple authority files at the option of the library.

1.3 Local entry and editing shall be supported by formatted work screen.

1.4 Supports the output of authority files in MARC format.

1.5 Capable of accommodating changes in the MARC authority formator new national standards formats as they are developed.

1.6 Able to accommodate personal, corporate and other name headingsin a name authority file.

1.7 Able to accommodate title, uniform title and series entries in atitle authority file.




1.8 Able to accommodate subject headings in a subject authority file.

1.9 Able to link each heading in a library's authority file to eachoccurrence of that heading in the bibliographic file.

1.10 Able to update the occurrences of a heading in the bibliographicfile with a single machine transaction.

1.11 Possibility to add, change or delete authorized headings or entries:

• in batch mode

• as part of a new bibliographic record

• As keyed in locally whether or not related to any bibliographic record.

1.12 Authorized headings and entries shall have records thatinclude:

• source of authority

• date authorized or first used

• date of last revision

• related "see", "see also" and "see also from"references

• the number of bibliographic records that areattached to that heading

1.13 Able to display "broader terms" and "narrower terms", instead ofonly "see also" references.

1.14 Possible to browse through the authority file to see adjacentheadings and entries as well as the related entries and notes.

F CIRCULATION

1 Basic

1.1 The system shall accommodate the following functionality:

• Circulate any item in the library regardless of its format or physicalnature

• Accepts brief/interim records for circulation purposes as well asfull MARC records via the Acquisitions/Cataloging module.

2 Loans (Borrowing)

2.1 Allow input to the circulation system via keyboard or bar-code entryfor both borrower and book ID.

2.2 Assign the following element by borrower categories and to itemson a collection and/or sub-collection basis:

• Loan period, varying from short (hourly or less)to long term (yearly)

• Rate of fine

• Limit of number of books available to differentcategories of borrowers




• Limit the number of renewals by material type

• Availability status of library materials

• Allow or disallow holds on books

• Wording of fine, recall and other notices

2.3 Provides several options for the selection of details of charging anddischarging, placing holds, formatting and changing text of notices, et;.

2.4 Provides the electronic scanning of bar-code labels on patron cardsand library materials.

2.5 Able to charge materials to patrons of other organizations entitledto reciprocal borrowing privileges.

2.6 Provides bibliographic access as per the OPAC specifications

2.7 Possibility for authorized staff to override loan periods.

2.8 The circulation files can be updated online in real-time.

2.9 The circulation files shall be updated online in real-time.

3 Overdue and Lost.

3.1 Capable of producing overdue and recall notices, and generatingbillings, with an option of special print notes fields.

3.2 Possible to determine online a patron's overdue materials andunpaid fines.

3.3 Overdue verification can be facilitated by the printing of a listing ofall overdue books in shelf-list order so the shelves may be checkedbefore notices are produced.

3.4 The system can produce bills automatically for all items overduefor a specified time.

3.5 Able to produce billing letters for lost or damaged books.

3.6 Capable of allowing authorized staff to waive fines.

4 Returns

4.1 Calculate the fines owing on return of overdue items

4.2 The system has the following functions

• cheek-in item using bar-code reader or keyboard

• initiate a screen print as a receipt

• alert the staff at the point of check in if an item is on reservationand initiate number of reservation

5 Renewals

5.1 Allows the staff to renew both overdue and non-overduematerials without having to enter each item separately.




5.2 Allow user to renew items by phone, email or in person.

5.3 Allow or block renewal of items under the following conditions:

• block renewals Tor certain items based on item type

• block renewals by certain categories of borrowers

• block renewals for items on hold

6 Security

6.1 Access to patron records is restricted to authorized persons anddesignated terminals.

7 Holds (Reservations)

7.1 Able to place a hold on a title or to place a hold on anyspecific item in the library.

8 Statistics

8.1 Able to produce at least the following on a frequency, as required allof which should be produced by collection and sub-collection.

• on reserve

• on hold

• in processing

• on loan

• overdue

• reported missing

8.2 Able to provide statistics on the number of times a title or a copyhas circulated.

8.4 Able to provide statistical records of holds placed, filled, not pickedup, and not filled (material never matched to hold request)

8.5 Production of a printed list of materials overdue since a specifieddate shall be available by facility, in call number order.

G BAR CODE AND SPINE LABELLING

1.1 The system should be able to import accession numbers andselected bibliographic details in order to generate bar code labelsvia a laser printer.

1..2 The system should be able to import the Call number and generatespine labels via a laser printer.

H ONLINE PUBLIC ACCESS CATALOGUE (OPAC)

1 Basic

1.1 The patron access catalog module shall be avaible from allterminals and must be integrated with other submodules such as




Circulation, Cataloging, Acquisition and Serial. User can accesstheir modules from OPAC in order to get the following:

• Borrowing and reservation of materials

• Status of materials

* Information of any topics or subject

• Individual users profile or status

• Email: staff to users / users to staff only

• Loan policy and regulations

• Material status or holdings information

• New title of the month/week

The patron access catalogue shall provide access to both individuallibrary holdings and combined system-wide bibliographic tiles andauthority files if the system is shared.

Menus may include search results, search options , or both.Search options shall include:

• Keyword control searching

• Alphabetical search

• Bibliographical search

• Free-text keyword search

2 Search

2.1 Possibility to enter full or partial search keys.

2.2 Possibility to specify the index to be searched.

2.3 The system shall permit keyword searching of title, series,subject and corporate name.

2.4 System allows searching by specifying adjacent words as well asby single words.

2.5 Allow Boolean searches.

2.6 The system permits browsing or scrolling of screen backward andforward for both bibliographic and authority file records.

2.7 Able to accommodate both brief and full record displays.

2.8 Displays the search strategy and number of hits retrieved by eachsearch.

3 Help Functions

3.1 Provide prompts to the inexperienced searcher.

3.2 The system can accommodate online instructions for using thepatron access catalogs.




3.3 The system can provide online lessons including sample searches.

3.4 The lessons are offered to (he user through the opening screen andthrough relevant help messages.

3.5 Provides an online "help" function which users can access withoutlosing their place in searches.

I JOURNAL CITATION ACCESS (INDEXING)

1 Basic

1.1 The journal citation module shall be available through the onlinepatron access catalog.

1.2 The module utilizes the same search logic and the same number ofindexes as the online patron access catalog,

2 Search and Retrieval

2.1 Possibility to select and output citations for printing anddownloading to a PC-based workstations. Print parameters shallbe capable of being limited to those in the OPAC specifications.

2.2 The system allows library staff to designate the journal citation filesas available to all or certain specified public access terminals anddial-up ports.

3 Imaging

3.1 The system can support image titles of journal articles (and otherdocuments) and also link to bibliographic databases.

3.2 Bibliographic records shall include a repeatable field showing thatthere is (are) a related image(s)

3.3 Possibility to go from the bibliographic record display to theimage with one or two key strokes.

3.4 Also possibility to return from the image to the same pointin the bibliographic search after reviewing the image.

3.5 Capability of OPAC software to access images.

3.6 Supports for conversion of images.

J REPORTS

1.1 The system is able to produce:

• Form letters for orders

• Renewal claims

• Cancellations

1.2 Reports on payment by vendor.

1.3 Reports of commitment and expenditures by division.




1.4 Reports on stylus of each fund in ringgit committed and expended.

L ACCOUNTING

1.1 The system should be able to access and place orders against avariety of funds for the various library formats to its vendorsincluding binders. Therefore it should be able to handle:

• Recurrent funds allocated to the library

• Special grants provided to the library on an annual basis

• Supplementary funds made available on an ad-hoc basis.

In addition it is responsible for the placement and control of ordersfor library materials against funds which are allocated to certaindepartments or divisions.

1.2 The system must be able to:

a. provide for the support of hierarchical fundaccounting structure that will handle divisionsand sub-divisions of account codes for allmaterials acquired by the library.

b. handle currency conversion at both order andinvoice stages

c. allow for a number of payment conditions including:

• full or partial payments

• payment invoices

1.3 Dynamically record commitment and expenditure against all fundsand provide this information online and also:

a. block payment against fully expended funds

b. block ordering against fully committed funds

1.4 Retain both order price, price paid and the price in billing,currency for comparison purposes.

1.5 Provide for transfer of funds between accounts.

1.6 Store and report separately on supplementary charges e.g. servicecharges.

1.7 Provide an audit trail of all payments on a daily basis.

1.8 Allow credit and debit claims to be processed,

M | INVENTORY CONTROL

1.1 Capability to conduct inventory directly from the shelf by scanningitems unique identifier.

1.2 Capability for counting in-house used items at the time of shelving

1.3 Capability to load the inventory results into the system and compareagainst the database.




1.4 Ability to check for shelf-list sequence and missing items.

N PATRON FILE

I.I The patron file shall contain at least the following:

• patron identification number

• patron name, permanent and contact address, telephone number

• patron department names (staff) and company name for external

members

• any restriction on borrowing

• type of patron

• fees or fines owed

• materials outstanding

• holds

• last action date

• expiration date of registration (membership period)

• locally defined categories

1.2 Enable the operator to create, modify and delete borrower records(if no outstanding obligations exist) online at a workstation.

1.3 The system has the capability of limiting patrons to use of specifictypes of materials or specific libraries.

O SECURITY

1 Security functions

1.1 The system can accommodate 2-level login password, i.e.

• Application level

• Database level

1.2 The system has the capability to allow security control access by:

• Module

• Function=> Delete=> Edit=> Update=> Print

1.2 The system has the capability to allow System Administrator MasterUser to control user's access by module.

2 Audit Trail

2.1 The system can accommodate at least a general audit trailon activities such as Add, Delete, Edit, Update as well asUser Login.




.2.2 The system can generate various Audit Trail reports based on theselected format.

2.3 The system can provide a function to archive the Audit Trail.

P EXTERNAL INTERFACE

1.1 The system can provide interface to Internet Server, that is. libraryusers are able to access the Integrate Library System functionthrough Web Browser (e.a. Internet Explorer or Netscape). '

1.3 The system has the capability to interface with Microsoft ExchangeServer.

1.4 The system has the capability to interface with CD-ROM Server.

1.5 The system has the capability to interface with other library systems.

Q IT ENVIRONMENT STANDARDS

1.1 Support Microsoft NT 4.0 Platform

1.2 The software should support and operate in a user friendlymanner with Graphical- User-Interface (GUI) facilities

1.3 Users will have choice of selecting the SERVER . The network willuse TCP/IP protocol and the database will be ODBC compliant. Thesoftware should support these (TCP/IP and ODBC compliance)environments

1.4 Latest facilities such as drag-and-drop, cut-and-paste. multi-taskingavailable under Microsoft Windows environment should be supportedby the software The software should be OLE compliant.

1.5 Support Client Server Architecture with Microsoft Windows 95running on client

1.6 Supports Microsoft SQL Server

1.7 Support NT Network protocol

1.8 Year 2000 Compliance

1.9 Support Z39.50 network protocol for library system.



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