DOCUMENT RESUME

ED 089 744 IR 000 456

AUTHOR Mears, M. J.; And OthersTITLE Library Data Processing Feasibility Report.INSTITUTION West Sussex County Council, Chichester (England).REPORT NO DP-LDP-0001PUB DATE Jul 71NOTE 57p.

EDRS PRICE MF-$0.75 HC-$3.15 PLUS POSTAGEDESCRIPTORS Automation; Cataloging; *Catalogs; Computer Output

Microfilm; *Computer Storage Devices; *CountyLibraries; *Data Processing; Estimated Costs;Feasibility Studies; Library Circulation; *LibraryServices

IDENTIFIERS Great Britain; Machine Readable Cataloging; *MARC II;West Sussex County

ABSTRACTTo establish the precise effects of using MARC II in

West Sussex, and how it could assist the library staff were the goalsof this feasibility study. It illustrates the development of thelibrary catalog and associated systems as both realistic andpractical. It indicates what kind of repercussions will be felt bythe library and how it could improve the service to the readers. Theadvantages and disadvantages of the various alternative means ofproducing the new catalog are discussed. It is considered that therelative complexity of microfilmed catalogs, compared with theprinted catalog, might well generate further adverse public comment.For this reason the feasibility study team considers the printed bookversion as the most satisfactory method of producing the catalog. Theuse of disc storage facilities is expected to reduce annualoperational costs. Initial development and conversion costs areestimated on the basis of the existing installation at County Hall,though future hardware provision may necessitate some modification.At the current rate of growth, under normal conditions, the size ofthe catalog is expected to increase by approximately 5-10% per annum.This is not likely, to cause insurmountable processing problems.(Author/CH)

WEST SUSSEX COUNTY COUNCIL

THE COUNTY LIBRARY SERVICE

LIBRARY DATA PROCESSING

FEASIBILITY REPORT

County HallChichesterSuS311 X

July 1911

4

Ow

WEST SUSSEX COUNTY COUNCIL

THE COUNTY LIBRARY SERVICE

LIBRARY DATA PROCESSING

FEASIBILITY REPORT

V S DEPARTMENT OF HEALTH,EDUCATION &WELFARENATIONAL INSTITUTE OF

EDUCATIONTHIS 000JAM:N" HAS OEEN REPROCAKED ExA(.TLY RECEI,q1 F kOMTHE PERSONOW CkG4NrZAT,ON ORIGINATiNG IT PC,..T!..C., vit A. OR OPINrONSSTATED DO NOT NICE; Y RERRESENS OF FE:AL NATIONAL .N5T1TUTE OFE DUCAT:Dry ocii*.0% OR FOL.Cv

Prepared by -

M.J. Mears - Systems Analyst - ()its Processing Division.R.J. Stoakley - Assistant County Librarian - Library ServiceP. Brown - Senior O. & M. Assistant - M.S.U. (0 & M).

May, 1971Report No. DP/LDP/0001.

THE COUNTY LIBRARY SERVICE

Libraty_Data Processing

Feasibility.Rua!

The report has been seen and approved by the County Librarian.representatives of the Management Services Unit (0. & M. Section)and the Management of the Data Processing Division.

CONTENTS

1 IntroductionPage

1.1 Terms of reference. 1

1.2 The BNB/MARC project. i

1.3 The West Sussex project.1

1.4 Mechanisation and its effects.1

2, Present Catalogue

2.1 Its purpose. 32.2 Administrative view. 42.3 Public view. 4

3. Proposed Catalogue

3. 1 Main annual catalogue. 6

3. 2 Supplementary cumulative catalogue. 63. 3 Administrative view. 7

3. 4 Public view. 83. 5 Catalogue files. 83. 6 Printed catalogue. 103. 7 Fiction and junior stock. 113. 8 Design alternatives. 11

3. 9 Printing alternatives. 113,10 Catalogue production alternative frequency. 133.11 Microfilm. 13

4. Btok Ordering,

4. 1 Present system.4. 2 Proposed system.4. 3 Design alternative.

5. Book Charging

5. 1 Present system.5. 2 Proposed system.5. 3 Design alternatives.5. 4 Reservations.5. 5 Data transmission.

15

16

17

18

18

19

19

20

6. Conversion Work

6. 1 Location coding. 21

6. 2 Standard Book Numbering (m) 22

7. Conclusions 23

8. Recommendation 24

legendices

Anticipated growth in number of borrowers)Book stock

Present card catalogue records

Present computer produced catalogues (author and

classified)

Present catalogue system (including ordering)

Proposed ordering, cataloguing stock editing andbook charging systems

Example of page layout of the new catalogue(author and classified)

Catalogue conversion book file creation and filecreation

File type content and size assessment

Data preparation and machine utilisation volumes

Cost implications

III (1-2)

IV (1 -5)

VIII

IX

X

1. INTRODUCTION_

Terms of Reference

In examine and advise on suitability and cost of automation of libraryroutines, in particular provision of up-to-date catalogues to service points,with regard to the BNB/MARC project.

1.2. The BNB/MARC Prolel:t (British National Bibliography 6-Machine ReadableCatalogue)

The objective of the MARC project is to supply to, any Library Servicecatalogue data of current books tn magnetic tape form so that the recipientlibrary is relieved of the necessity of manual cataloguing, classificatiorand book ordering routines.

Over the last decade, many library problems, resulting from increasedvolume of publications and wider interest in literature, have forced theneed to find an urgent solution to the handling and reproduction of vastquantities of bibliographical data. To overcome these problems, the MARCproject, one of the most significant steps forward in librarianship, wasoriginally conceived in 1964 in the U.S.A. by the Library of Congress as anexperiment to test the feasibtlity of producing catalogue data in machinereadable form. The principles were accepted and the system is now widelyoperational in the U.S.A. Concurrent with this exercise, in collaborationwith the library of Congress, the British National Bibliography laid the groundwork for MARC II.

1.3. The West Sussex Project

The County Librarian, (with technical advice from BNB and financialaid from the Office of Scientific and Technical Information) thereforeinitiated this feasibility study to establish, on the basis of detailedfact finding and critical examination, the precise effects of usingMARC II in West. Sussex and how it could relieve the burden of librarystaff, particularly professionals.

This step is particularly logical when taking into account the longterm growth potential and likely implications of local governmentreorganisation. The economic justification of mechanisation becomesnearer as the. number of libraries benefiting is increased and as theeffect's of economies of scale are felt, (see Appendix I),

1.4. Mechanisation and Its Effects

This Authority, having recognised the need for modern techniques,have already produced as an interim step an abbreviated catalogue, knownas the 'mini' catalogue, containing only minimal information, usingmanually prepared source data. This was to be developed in the long termInto proper catalogue form, containing full bibliographical and locationdata. The task of developing the catalogue to its ultimate form:is nowhowever considerably eased with the ready availability of the MARC tape.

Mechanisation is therefore not a new experience to this library service.Computer book issuing also has been operational on a small scale for anumber of years, but apart from its principal function cif. recording bookissues and returns, only minimal administrative advanta& is gained byautomation of overdues and a register of borrowers. The intention is nowtherefore to look beyond this early stage of develorsent towards phase 2 andturn attention to the larger areas of tedious and uninteresting administrativework, such as book ordering, reservations, stock control, cataloguing and theclassification processes. This represents a major step forward. Theeconomic and administrative advantages and direct benefits to the public arewide ranging and in some cases extrezely difficult to quantify. The financial,_..1 i .hdh_AP.-111.1_14n.h_Aate.t.c.JAIILIhg6jAnerat tffects of the

1.4. 1 Administrative and Professional View

(1) it will enable exploitation of the book stock to its maximumadvantage. This is particularly important since the County'sannual expenditure on new books has, until recently, beenconsistently among the lowest in the country. It is alsoimportant to note that book prices have increased by 80% overthe last five years.

(ii) The new system will be much more responsive in dealing withreservations, catalogue enquiries etc. and the need forborrowers to make requests will, in a large number of cases,be eliminated.

(lit) Substantial routine non-professional work will be eliminated(the current 0 & ti investigation will take this into considera-tion when establishing fresh staffing standards.)

(iv) Substantial reduc,,ions are likely in routine work nowundertaken by professionals. The effect will be to elevatethe role of professional librarianship in this County andease recruitment of high calibre people.

1.4, 2. Public View

(0 The catalogue, in its new format. will assist readers A)become more proficient in their general knowledge of theavailable book stock and result in greater reader satisfaction.

(ii) The time taken Co satisfy book requests will, in a largemajority of cases, be considerably reduced. A larger selectionf,f books will be brought to the public's notice through thenew catalogue and access to these books will he speedier throughthe location index.

(iii) improved stock editing and control will generate better stockcirculation and more even distribution throughout the. County.

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2. PRESENT CATALOGUE

2.1 Its Purpose

This is the centre of the library's operations. Its detailedarrangement, content, style and availability is therefore ofvital importance and its effect on general operations andmethods Is considerable. More specifically, the librarynon-fiction catalogue is a register of stock holdings, withfull bibliographical details, of books held at mukiple servicepoints throughout: the County, Ideally, to serve the public andstaff adequately, it should be up-to-date and conveniently arrangedfor inspection and be capable of continuous amendment to reflect theconstantly changing stock situation. More specifically, the catalogueshould provide

(a) A precise means of identifying the book to which it relates.

(b) Information of the branch which holds each beck.

(c) Adequate bibliographical data.

(d) Total range of County stock subject by subject.

Broadly, there are three types of catalogue currently in use.(see Appendices II and III) ,

(t) Stock Re ister"-----

This falls under heavy use by ,the staff,mainly for stock control purposes. Numerouscabinets contain cards (one to each volume)held in author sequence, relating to all non-fiction stock held throughout the County.

(ii) Union Card Catalogue

This relatPs to pre-1966 stock and is held inboth author and classified sequence showingbibliographical data. Due to the inadequaciesof this particular. catalogue (it is seriouslyout of date) and the fact that it will shortlyundergo processing into computer print form,the Stock Register (i) above serves, thoughinadequately, as the Union Catalogue also.

(iii) Union Computer Print Catalogue

This catalogue In book form relates only to post 1966stock editions. Copies of this catalogue, printed sixtimes yearly, are held at each of the regional headquarters.In addition cumulative supplementary catalogues, whichare produced every two months show more up-to-date stockeditions, but contain only minimal bibliographical dataBook locations, withdrawals and stock transfers are notshown.

3

In the past, the gradual bulld-up of the computercatalogue, by including only post 1966 stockacquisitions has undoubtedly postponed realisationof the full benefits of the computer catalogue.The maintenance of duplicate card systems is cumbersome.For example there are approximately 57,000 book stockchanges per annum, all of which necessitate changes tosome or all of the catalogues.

Maintenance work is required at each and every pointholding the catalogue.. There now exists a total ofapproximately 1.23 million-cArds'of which about 400,000are active in any one year.

The existing cataloguing system, including the orderingprocess is shown in Appendix IV (pages 1 - 3).

(iv) SthitcilexAn inadequate and simple index to the main subjectsrepresented in the 'mini' catalogue up to 1968 is theonly subject Index available It has been neither up-datednor maintained.

2.2. Administrative View

2.3,

The existing range of card and 'mini' computer catalogues achieveonly some of the objectives set out above; for example

(a) Apart from a single comprehensive stock register, locatedat headquarters and showing only minimal hook data, thereis no single comprehensive bibliographical recordavailable to either staff or the public.

(b) There are 17 subbranches (representing 60,000 borrowers)without upto-date non-fiction catalogues. All requestsfor information are channelled through the 7 regionalheadquarters.

(c) Regional headquarters possess pre-1966 nonfiction cataloguesin respect of their own region only. Up-to-date 'mini'catalogues are however held at, these points.

The Public View

It has already been inferred in the opening paragraphs that theexisting range of catalogues falls substantially short of thestandards required for a library service of this size. It isstrongly suspected that the low percentage of catalogue usersamong the public are indicative of this. In its present differingformat, the catalogue is undesirable and may even be a deterrent fromthe borrowers point of view. It is however extremely difficult toquantify the importance of this aspect. Summarised, the disadvantagesto the borrowers are

(a) Borrowers tnterested in a subject need to see the wholerange of material in the Library's stock, more particularlythe most. 1;:cent titles. A catalogue which is unreliableor out-of-date is of limited value.

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(b) Due to its differing format (cords, computer print) thecatalogue is confusing to some borrowers.

(c) Borrowers are known to be further confused by assuming thatprinted catalogues entries relate to books held at eachparticular branch. in other words, having used the catalogueand indentified his needs the borrower immediately assumes(In the absence of a reference to location) the book to bereadily available from the shelf. If the book is not onthe shelf, the borrower may assume it is already on loan,perhaps returning again and again before finally ascertaining

( through verbal eaquiry this time)that the book is permanentlylocated at a different branch entirely.

(d) There is no public record of approximately 17,000 volumes heldin County reserve store. Many of these items are standardworks required by serious readers.

3. PROPOSED CATALOGUE (See Appendix V pages 1 - 11)

3.1 Main Annual Catalotaul

The proposal is to produce (using as a basis the externalMARC file issued weekly by BNB) author and classified cataloguesin book form once per year, Initially, 28 copies would be obtainedErom the master record thus ensuring that every permanent servicepoint throughout the County would be provided with complete cataloguedata in respect of all County stock. MARC data transferred and heldon the local file will remain for six months to allow ordering operationsto be carried out. On the assumption that only a portion of thepublications contained on the MARC tape ate finally purchased, then allremaining records will be discarded, thus ensuring that the file alwaysremains about the same size.

For easy reference the main catalogue will show entries relating to thesame book under more than one author (if appropriate) or classification,thus providing alternative means of accessing the information. Booklocations, using readily understandable codes, will be shown against eachentry together with the number of copies at each service point. Thus,reservations would in future be directed to the branch holding the copy,and not their headquarters as at present, in respect of approximately600.300 requests pet week. (34,000 per annum).

The estimated size of the new catalogue would be -,

Yrequency No. of No. ofper annum Pa es Copies

Author 1 8,200 28Classified 1 8,500 28Subject Index 2 200 28

Each classified catalogue will be arranged with double column entries,approximately 14 per page, printed on one side only; the author cataloguewill be arranged in single column pages (See Appendix VI pages 1-2).

3.2.Supplementary Cumulative Catalogue

Constant withdrawals, new additions and stock movement between brancheswill necessitate supplementary catalogues, so as to provide up-to-datestock positionsin respect of every location.

It is proposed to show all stock changes on a cumulative basis sinespublication of the previous main catalogue. The supplements should beproduced separately, in author sequence, (once every two weeks) andclassified sequence (once every four weeks).

This method of publishing the recent stock changes inevitably imposesrepeated processing and printing of large quantities of data. Thisis a rs,:ognised disadvantage and reprinting frequency should be kept toa minimum as far as possible.

The estimated size of the supplementary catalogues would be

AverageFrequency

AvNo. or No. of

per year Pages Copies

Author 25 150 28Classified 12 343 28

6

1. INTRODUCTION

1.1. Terms of Reference

To examine and advise on suitability and cost of automation of libraryroutines, in particular provision of up-to-date catalogues to service points,with regard to the BNB/MARC project.

1.2. The BNB/MARC Project (British National Bibliography & Machine ReadableCatalogue)

The objective of the MARC project is to supply to.any library Servicecatalogue data of current books in magnetic tape form so that the recipientlibrary is relieved of the necessity of manual cataloguing, classificationand book Grdering routines.

Over the last decade, many library problems, resulting from increasedvolume of publications and wider interest in literature, have forced theneed to find an urgent solution to the handling and reproduction of vastquantities of bibliographical data. To overcome these problems, the MARCproject, one of the most significant steps forward in librarianship, wasoriginally conceived in 1964 in the U.S.A, by the Library of Congress as anexperiment to test the feasibility of producing catalogue data in machinereadable form. The principles were accepted and the system is now widelyoperational in the U.S.A. Concurrent with this exercise, in collaborationwith the library of Congress, the British National Bibliography laid the groundwork. for MARC II.

1.3. The West: Sussex Project

The County Librarian, (with technical advice from BNB and financialaid from the Office of Scientific and Technical Information) thereforeinitiated this feasibility study to establish, on the basis of detailedfact finding and critical examination, the precise effects of usingMARC II in West Sussex and how it could relieve the burden of librarystaff, particularly professionals..

This step is particularly logical when taking into account the longterm growth potential and likely implications of local governmentreorganisation. The economic justification of mechanisation becomesnearer as the number of libraries benefiting is increased and as theeffects of economies of scale are felt. (see Appendix I),

1.4. Mechanisation and its effects

This Authority, having recognised the need for modern techniques,have already produced as an interim step an abbreviated catalogue, knownas the 'mini' catalogue, containing only minimal information, usingmanually prepared source data. This was to be developed in the long terminto proper catalogue form, containing full bibliographical and locationdata. The task of developing the catalogue to its ultimate form :is nowhowever considerably eased with the ready availability of the MARC tape.

Mechanisation is therefore not a new experience to this library service.Computer book issuing also has been operational on a small scale for anumber of years, but apart from its principal function of recording book.issues and returns, only minimal administrative advantage is gained byautomation of overdues and a register of borrowers. The intention is nowtherefore to look beyond this early stage of development towards phase 2 andturn attention to the larger, areas of tedious and uninteresting administrativework, such as book ordering, reservations, stock control, cataloguing and theclassification processes. This represents a major step forward. Theeconomic and administrative advantages and direct benefits to the. public arewide ranging and in some cases extremely difficult to quantify. The financial

eral effects of the

value of good stock editing cannot bo over emphasised andits value to the readers is considerable though difficultto quantify.

3.4. Public View

Advantages,

1. Every borrower would have the opportunity to readilyrefer to a consolidated, comprehensive, up-to-datecatalogue. This will improve the image of the LibraryService (and related computer applications) whenup-to-the-minute information can be supplied of all books,both in stock and on, order.

2. Book requests will be more promptly dealt with

3. The catalogues will be easy to read end handle.

4. A number of people would be able to use the cataloguesimultaneously.

5. Borrowers would have less need to refer to staff.

6. Borrowers requiring a book urgently, are very oftenprepared to make a journey to the library holding acopy. (e.g. Horsham and Crawley). The inclusion oflocation data will make this possible, and thus leadto cost reduction.

3.5. Catalogue Files

The information necessary for printing the annual classifiedand author catalogues is held on the Master Catalogue Fileof non-fiction books and the All Titles File of non-fiction,fiction and children's books.

Full cataloguing details of non-fiction titles purchased sincethe last annual print, and minimum details of titles deletedare held on a Supplementary Catalogue File.

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3.5.1. Master Catalogue File

The records will contain the following information, where applicable.

ISBN or pseudo ISBNShelf indicatorDewey classificationCost indicatorAuthorTitleSub-titleAnnotationSeries titleDifferent form of namePseudonymFurther referenceJoint authorsEditorsTranslatorsPublisher.

Publication dateEditionCollationAdded entriesAnalyticals

All Titles File

Each record will contain the following information

ISBN or pseudoNon-fiction markerStatus markerDewey classificationAuthorShort titleTotal number ofLocation Code

Accession Number

3.5.3. S2221m21LELCALELETEije

copies) Repeated to a maximum) of 270 times (average) of 4 times)

There will be two types of record on this file. New title recordswill be as for the master catalogue file. Records for deletedtitles will contain the following

ISBN or pseudo ISBNDeletion markerDewey classificationAuthorShort title

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3.5.4. File Creation

The Master Catalogue file will be created initially by convertingthe 'mini' catalogue files of the post 1966 and pre-1966 titles,and updating the entries where necessary. This conversion willalso produce the non-fiction records for the All Titles File,These records will have to he updated with the locations andaccession numbers obtainable from the manual stock file. Forfiction and children's books new records will be created from thebook cards. See pages 1 and 2 of appendix

3.5.5. Amendments

Titles purchased since the last annual catalogue print will createrecords on the Supplementary Catalogue File. The full cataloguingdetails of titles published in the last six months will be picked upfrom an accumulated file of the weekly MARC tape. It is proposedto do this via a computerised ordering system but the MARC informationcan be used solely for cataloguing, For titles which do not appearon the accumulated MARC tape the full cataloguing details will haveto be input by the library.

Extra copies of titles which appeared on the last annual catalogueprint will amend records on the All Titles File. Withdrawing a copyof the title will also amend the record on this file and when thelast copy is withdrawn the record will be deleted, and a deletion recordwill be created for the Supplementary Catalogue File.

When books are moved from one location to another the relevant titlerecords on the All Titles File will have to be amended. Locating,re-locating and withdrawing of books will be done using the A.L.S.Equipment. Program NISH 2 of the Book Charging System will need tobe amended to stream off from a transactions file these specialrecords.

These records of book movement will have the book accession numberonly and not a Standard Book Number (SBN). To amend the files asdescribed above the books' SBN is required, so a Link File is to bemaintained giving the SBN for each accession number.

This Link File will be created from the All Titles File (see page 3of Appendix VII) and will be amended as books are purchased and withdrawn.

3.6. Printed Catalogues

The complete author and classified catalogue of non-fiction titles willbe printed once a year and a subject index will be printed twice a year.During the year cumulative supplementary catalogues will be producedat regular intervals. The author catalogue will be two-weekly and theclassified catalogue four-weekly. The processing required to producethese prints is 'shown in pages 4 and S of Appendix V.

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3.7 Fiction and Junior Stock

The catalogues only list adult non-fiction stock, so if the manualcards records of all books are superseded by computer files it willbe necessary to print lists of the adult fiction and junior stock.Cumulative supplementary lists of additions and withdrawals ofstock will he printed three-monthly and complete lists will be printedannually, The All Titles File holds the required information to printthese lists and pages 6 and 7 of AppendiX V shows the process.

Ihere will be separate lists for fiction and junior titles but theywill both be printed in author order. For each title entry, SBN, author,short title and Dewey classification and location codes will he printed.

The estimated size of the printed lists would be

FrequencyAverageNo. of No. ofper annum Pages Copies

The 'main' annual list 1 1,600 ?8Cumulative supplements 3 150 28

3.8, ClelljELEternatives

The printed catalogues are required to show the location of the booksso the first design of the Master Catalogue File had the locationinformation as part of the record for a title. The main disadvantageof this was that for every book location change a record had to becreated on the Supplementary Catalogue File and this entailed accessingthe Master Catalogue File for the record details. The Master CatalogueFile would have been read every week to access only 11/27. of the records.

Holding the location information on the All Titles File does mean thatthere are two records in the system for all nonfiction titles butthis file is an impc,Itant link. with the Book Charging System, Considerationwas given to printing the Accumulative Supplementary Catalogues from theAll litios File, with the minimum of details and no added entries ofcross references.

However it. , s IL:It that this would not give a satisfactory service tothe borre Titles published during the last year are the books whichborrowers will have read about in the press and be looking for in thelibrary, so ful cataloguing details are required.

3.9. Printing Alternative

Current 'mini' catalogue photocopying is undertaken by a specialistcompany, Data-Pro Copy Services, Ltd., at Hove, at an annual cost of 12,060.Using this service it: is estimated that the new catalogue would cost: £6,794per annum. However, this is in no way a negotiated price and theacceptance of tenders for the work might provide some reduction in cost.

The time requited for paper size reduction, collation, punching andphotocopying, on the basis of existing 'mini' catalogue service, andinformal discussion with the company, would not be unreasonable forhandling the annual print cut of the proposed main catalogues.

Supplementary catalogue processing would however take up to 2 days,the:tiding collection and delivery from. Chichester. Add to this thetime required to distribute the copies to the branches and theoverall time lapse would be between 3 and 4 days. There is thereforethe danger that supplements, particularly author, will be to someextent out of date before they reach the sub-branches.

One alternative would be to undertake the work at County Hall butthe Printing Department do not at present povsess equipment suitableto deal with work of this volume. There is however a process whichwould be ideally suited to the work, marketed by AddressographMultigraph, called the Total Copy System. In essence, it is anintegrated rotary photocopying and offset litho machine, withautomatic sequence control to allow a wholly uninterrupted process -unlike the currently used County machinery. It enables largequantities of short run work, such as this, to be dealt with speedilywhen compared with the more conventional machines. The A.M.equipment has the facility of using ordinary photocopies orprints as the master plate thus eliminating the need for costlypaper or plastic plates and associated handling time.

Though the case has not been fully examined, it is anticipatedthat use of this machine would have considerable advantage whenvtewed against the Printing Section's current commitments inrelation to other Departments, New work would however have to begeared to existing print room commitments and the question ofaccommodation would also need to be examine-i.

The magnitude of the punching and collation talks would necessitatethe use of up-to-date automatic equipment and it is understoodthat though the Printing Section does not have such machineryat the moment the question is currently under active considerationin relation to other work- Assuming the County possessed sucha machine the printing costs could be reduced from £6,794 perannum to £1,600 per annum, a cost reduction of £5,194 per annum.Included in this estimate is the likely cost of computer print papersize reduction to enable easier paper handling which could beachieved by using a high output A-M Electrostatic Copier (2300).Reduction facilities of between 20% and 35% of the original papersize is possible,

3. 9.1. Computer fat!Elilla

To improve the appearance of the catalogue printing and reduce thetoLal number et pages, computer output printed by the typesettingtechnique has been examined and quotations obtained for a bureau,Computaprint, which specializes in this field. The estimatedproduction cost is £4,500. The advantages of this method arethat printing does not have to be done on the computer line-printerand the total number of pages for the annual catalogues can bereduced from 16,700 to about. 1,000 of A4 size. If the bureaualso printed the copies it would cost ameOrew E5000.

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3.10. Catalogue Production Alternative Frequency

In order to reduce the sizeable task of printing and reproducingthe main catalogue to manageable proportions, the suggestedmethod is .z.o hold the catalogue in twelve sections, updatingand republiseing one section each month. This would beaccompanied by the latest issue of the cumulative supplement,A further alternative to the production of a single maincatalogue is to provide separate divisional catalogues, oneto each division. This touches on a point of policy, andan area which is outside the terms of reference of thisparticular exercise. On balance, it is cosidered thatideally the published catalogue should reflect the overallunity of the library as a County service. There is also thequestion of how far the attention of each division would needto be drawn to other divisions' stock. This would however bea disadvantage for headquarters staff when reviewing stockmaintenance and would hinder rather than help if thecomprehensive catalogue were separate for each region (evenallowing for a reduction in the existing number of regions from7 to 4).

Furthermore, it is estimated that the stock holdings of thedivisions overlap each other to the extent of 50% - 60% cfthe titles which infers that four separate catalogues wouldbe something like twice the size of a single County catalogue.In essence it is considered that great administrativefinancial advantage lies in the publication of a Countycatalogue rather than separate divisional or sectionalisedcatalogues.

3.11. Microfilm

There are several forms of microfilm and associated equipmentcurrently available, marketed by numerous manufacturers,During this exercise, because of the limited time available,only one service has been considered, that marketed by N.C.R.and Centre-File. In general, microfilm will give high capacityand high density data storage with reasonably rapid access.Each record would be indexed and, by means of a simple selectionmethod, retrieval of the information by viewing, as with atelevision srr "en, is not unduly complicated.

3,11.1 co72_,er Output Microfilm (C.O.M.)

This is a system of producing microfilm direct from magnetictape. The cost of suitable hardware to produce microfilmin this way is expensive and very few organisations haveyet hecn able to justify the necessary expenditure. Centre-File, a bureau, in London however provides this service.

The microfilm can be produced in card or fiche form, at a42 reduction ratio, each containing up to 220 pages of printedinformation or approximately 3,000 book records. N,C R.. have,on the basis of preliminary discussion, recommended the useof C,O.M. Centre-file service for reproduction of the mainannual catalogue Microfilming of computer print-out isrecommended for the relatively low volume supplementary catalogues.This would provide a 24 reduction ratio, giving 65 ft. ofprint-out per jacket fiche or 900 records per jacket.

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The advantages of C.O.M. fiche is that it eliminates theneed for vast quantities of computer generated paper print-out and subsequent photocopying and the problems of handlingand storing large quantities of paper would be overcome.

The question of user convenience is however extremelyimportant and should be examined carefully. At the largerlibraries it would be necessary to install two readers,possibly three at headquarters. To install only one readerat each point would run the risk of conflicting needs betweenborrowers and staff, Problems of operation would probablyarise and instead of attracting a larger proportion ofborrowers to use the catalogue there is the real danger thatthe public would be deterred. There is also the considerableproblem of fiche security. Records could unintentionally orotherwise be very easily misplaced or removed entirely. Forthis reason, and the difficulties of educating the generalpublic it is difficult to see fiche in general use. One meansof overcoming the security aspect is to use roll film incasettes which would be locked into position on the reader.The disadvantage with this however is the fact that at least.5 cassettes would be required for the two annual catalogues andanother casette for the cumulative supplement. Considerablecassette changing would have to be done by the staff for theborrowers.

The major advantage of fiche as opposed to printed cataloguesis the relatively low overall cost which is calculated onthe basis that three readers would be located at headquarters,two at six large branches and one at each remaining branch.

Capital costs of E7,800 would be depreciated on the basisof five year machine life. Microfilming, processing andphotocopying costs are calculated on the basis of using theCentre-File C.O.M. service for the main annual catalogue,whilst the supplementary catalogue would be processed by thejacket fiche method. Estimated total annual costs are t2,500per annum.

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4. BOOK ORDERING

4.1. Present System

At present all non-fiction stock is ordered centrally andfiction stock is purchased on a regional basis. There areseven regions. Purchase of stock may be initiated by areader request for a particular title or, as is more usualfrom book reviews, publishers catalogues etc. Records nowgenerated consist of typed order cards which are retainedby the cataloguing section and the master record relatingto the order. Book details are then transcribed andtabulated on to the official order form for onwardtransmission to the supplier. At three to four week intervals,current orders are checked and books still outstanding aretyped on to a progress report list which is forWarded tothe suppliers. Upon receipt of the books the original ordercard is annotated with delivery details. After processingin thekcataloguing and clerical sections all books arerepackid and transported to the regional headquarters whererelevant book cards are typed (for stock control purposes).

The process for ordering children's books is broadlysimilar, though in certain respects a decentralisedfunction. Branches create their own individual orders,though the method adopted is usually varied. In somecases the order consists of simply passing the originalreservation slip or marking up the suppliers catalogueto indicate books which should be supplied. Suppliersinvoices relating to individual branches are forwardedto headquarters where all finance processing takes place.It is important to note that because of the manner ofdealing with fiction acquisitions only headquartersand the respective sub-branches are aware of the locationof any particular volume. The regional headquarters arein ignoraVice of book location data.

Annual book purchase statistics are as follows

Adult non-fictionAdult fiction

Titles Volumes

7,3002,800

20,40020,000

Children's nou-fictionfiction

)

)

10,000 28,200

20,100 68,600

- 15-

4.2. Proposed System4.2.1. Ordering System File

The basis of the ordering system file is the accumulatedMARC information held on a Local Master File, When it isdecided to order a particular title the following fields areadded to the appropriate record.

Suppliers code (or suppliers name and address)if not standard) )

Place of publication of obscure publishers )

Copies ordered )

Copies delivered )

Price )

Date of order ) Repeated

Date book due ) for repeatSuppliers report code ) orders.

Date of first chaser )

Suppliers report. code )

Date of second chaser )

Suppliers report code )

Location code (region) )

Collection code ) Repeated for each region

Number of copies

4.2.2. Processing

Page 1 of Appendix V shows the weekly order processing.The weekly BNB/MARC tape has parameters applied to it to selectspecified types of records and specified fields of those records.The output records are formatted as required for the Local MasterFile. This week's records are then merged with the current LocalMaster File and records,: which have been on the file for more thansix months may be written to an 'out of date' file, but willprobably be dropped altogether. The updated Local Master Filethen has several types of message applied to it, such as 'ordera book', 'book received', 'catalogue a book', 'cancel an order',etc. As a result of these messages, and program checks onthe state of orders, the Local Master File is updated and severalreports are printed.

4.2.3- Printed Output

The three printed outputs are

(i) Books on order or in process.

(Li) New orders or reminders.

(iii) Catalogue records.

Books on order, or in process, are sorted into author order and theprintout contains the following information - author, short title,suppliers code, date of order, date of reminder, suppliers report,date of recei7t, locations. New orders or reminders are sorted bysupplier and nrinted for direct despatch to the supplier. Cataloguerecords are printed for the non-fiction books which have beenreceived this. week so that it can be seen what details are going onto the catalogue file.

16 -

4.2.4. OutputElles

There are two output files

1, Updated Local Master File.2. Books received.

ThE book record will go forward to the Catalogue System as newinput to the Catalogue, All Titles and Link Files.

4.3. Design Alternative

BNB proposed that our. Local Master File, and thereforeour Master Catalogue File, should have the same structure asthe BNB/MARC File. That record structure is basically fixeddata fields, a variable length directory giving the lengthsand starting positions of the following variable fields,and the variable fields in an unbroken string of data. Recordsof this structure cannot be programmed efficiently using COBOL.West Sussex County Council standards require the variable fieldto have a maximum length, and it is essential that these areadhered to.

There is a sub-routine which enables one to access the variablefield information easily, and this could be made available toother authorities who wish to use the system.

5. BOOK. CHARGING

The main branches of the County Library have installed Automated LibrarySystems equipment to record the borrowing and returning of books. The borrower'snumber, numbers of books borrowed and returned are copied on to paper tape, whichis processed by the computer to produce notices of books which have been on loanlonger than the allowed time,

5.1.Present System

The present system is shown on pages 4 and 5 of Appendix IV. The transactions,which the A.L.S. equipment have.recorded on paper tape, are first checked for validityand then the correct transactions update the Master File of current book loans. Asthe master file is updated each record is checked to see if the book. should havebeen returned and, if so, the name and address of the borrower who has the book onloan is obtained from the borrower's file, and an overdue notice printed for sendingto the borrower.

The first overdue notice is a postcard. If the book is not returned after afurther two weeks a Branch Librarian's letter is sent, two weeks later a CountyLibrarian's Letter, and after this the Clerk is advised. The computer system onlyprints the book accession number on all the overdue notices, details of the authorsand titles arc added manually to the County Librarian's letter and the Clerk'sadvice from the card accession file.

5.1.1. Administrative View

For 14% of the books which are overdue the Library staff have to copy the authorand title details from the card accession file before the overdue notice can be sentout. People who have received postcards or Branch Librarians' letters oftencontact the library to find out what book the accession number represents. Thismeans that the library staff have to consult the card accession file for aboutanother 11% of the overdue books.

5.1.2 Public View

9270 of the overdue notices sent to borrowers only quote the book accession numbersand approximately 1V2% of these borrowers do not know what book is being referred to.In these cases they will either telephone or write or even visit the library to findout the appropriate information. This situation is not conducive to good publicrelations.

5.2. Proposed System

The proposed system would print the book accesssion number, author and short titlefor all overdue books. Pages 8 and 9 of Appendix V show the system flow chart.Knowing the book's accession number the SBN can be picked up from the Link File andthen the author and short title can be read from the All Titles File. All theoverdo.: notices would be printed on pre-printed stationery instead of the postcardsand sticky labels as at present. The borrower's name and address would be printedso that the overdue notice could be folded and enveloped in a window envelope by theequipment in the Treasurer's Department.

-5.2.1. Administrative View

The library staff would be relieved of all manual card accession file searchingand would not have to stick the overdue labels on their printed notepaper. Therewould be no borrowers enquiring about authors and titles.

5.2.2. Public View

The borrowers would know exactly which book should be returned without having tocontact the library.

5.2.3. Files

The extra files necessary to implement the proposed extension tothe Book Charging System are the All. Titles File and the Ltnk File asdescribed in the Cataloguing System.

5.3.

5.4.

Design Alternatives

The principal objective, which resulted in the above proposedextension to the Book Charging System, was the discontinuation of themanual card accession files. Each Regional Headquarters of the Countylibrary has an accession file for all the books in its branch librariesand when a book changes region its accession card has to be relocatedand tel To create a computer file giving author and a short title,by accession number for all books would necessitate a file of 700,000records, which would occupy four 2 400 ft. magnetic tapes or 540 cylindersof disc, and for multiple copies of the title the author and title detailswould be repeated on the file. There are three alternative ways therequired information could be obtained from the file.

1. Annual print: of the file, plus weekly cumulative'supplement prints for each branch.

2. For each branch, annual print of their books, plusa weekly (or monthly) cumulative supplement printfor the additions to their stock.

3. Via terminal with the file on-line.

The disadvantages of option I would be the mountain of computeroutput. Option 2 would lessen the amount of output but has the addedproblem of keeping the information up-to-date when the books are moved.

For option 3 to fully satisfy the library's needs the terminal wouldhave to be available for enquiries during their complete opening hours,i.e. 9.30 a.m. to 7.30 p.m. Monday to Saturday. At times when on-line

enquiry was not possible an overnight search would have to be made on thefile and the member of the public, or staff, notified later. A furtherdisadvantage would be the cost to the library of this on-line file.

Reservations

ro find cut who has a book which another borrower requires, anenquiry is made of the master transaction file via the terminal. Tomake an enquiry it is required to know the book accession number. Atpresent the stock register card file is consulted to obtain this numberbut in the proposed system an overnight search would be done on theAll Titles File by the computer using the book's SBN (see page If ofAppendix V).

S.5. Data Transmission

The question of automatic transmission of paper tape data frombranch libraries direct to headquarter has been explored. Equipmentconsidered, marketed by ITT. Creed, was the Envoy Data Printer whichprovides both papor tape and independently printed copy transmissionusing the normal G.P.O. telephone circuits. The advantage of usinghigh speed equipment is that it would then be possible to update thecomputer issues file thus ensuring that any reservation enquiries viathe on line terminal at headquarters would be answered with up-to-dateinformation. Remote reservations (books on which extended loan arerequired) could also be punched up direct on to the tape (with thesafeguard of printed verification) thus avoiding the necessity forseparate input document preparation and subsequent punching as at present.The added facility of printed copy transmission would also enable theservice to dispense with six of its current seven relatively expensiveTelex machines. However even taking this saving into account, theoverall cost of installation, plus transmission line costs would beinitially in the region of £10,000 plus an annual recurring cost ofapproximately £5,000. This substantially out-weighed the benefitswhich might have been obtained and the conclusion is that an improvedt.ansportation service throughout the County could provide almost thesame advantages but at considerably less cost. The cost of manualcollection would not be more than E1,800'per annum and maybe less.

CONVERSION WORK

6.1. Location Coding

A principal feature of the new catalogue will be book locationcodes, each consisting of two alphabetic characters to identifythe Region and Branch, together with the number of copies heldat each service point. The proposal is to transfer this datamanually from the existing Headquarters Stock Register (alphabeticsequence) on to the 'mini' catalogue (also in alphabetic sequence)preparatory to punching. However the preferred alternative isto accomplish this automatically by using the existing ALSequipment at computer libraries supplemented by portable ALSequipment (hired) for use in the Browne Sub-Branch Libraries.The task of converting the location data into machine readableform is as follows

(i) Remove book from shelf.

(ii) Stamp the book twice with new computer number. (once onthe back of the title page and once on the book pocket).

(iii) Using ALS equipment, charge the book inserting both bookcard and the location card.

(10 Replace the book card in the book.

(v) Place book on shelf.

The task of transporting books to and from the shelves ontrolleys could be undertaken by library staff in conjunctionwith other duties. This cost element is therefore excludedfroM the total cost figures.

To avoid unnecessary cost and effort, it is considered advisableto defer this particular task until as late as convenientlypossible, at which point all stock editing would cease untilimplementation of the new system. A suitable inactive periodmight be three months.

An essential pre-requisite is the need to redesign the computerbook cards to include author, and title details so that in futurecards may he held in author sequence when the book is on loan(in Browne libraries only). Additionally to ensure rapiddischarging it will also be necessary to reproduce the authordetails on the book pocket. The work load involved in stamping,charging, and writing author and title details on the book cardand author details on the book pocket amounts to approximately35 man weeks work. This implies the need for three portableALS machines to accomplish the task within the three month period.hpart from physically moving the books, it is difficult to seehow the service with its present staffing resources would undertakethe additional work. It is therefore suggested that temporary labourcould be employed, perhaps supplemented by overtime working by moreexperienced existing staff. Labour costs are estimated at (1,000plus equipment costs of approximately (500. Approximately 500,000book records are involved.

- 21 -

6,2. Standard Book Numbering (SBN)

The SBN system has been evolved because, with the growing useof computers, there is a need to address the computer file by acomparatively simple, but unique book identification code. Becauseof its comparatively recent introduction, this code has not been appliedto all County stock, only relatively new publications. In the caseof books already stocked but without SBNs it is intended to generate'pseudo' SBNs by using an entry identification number now used in theexisting 'rninilcatalogue system. (See' Appendix VII).

Apart from the obvious advantages of complying with nationalstandardised development of this kind it has considerable overridingadvantage to this Authority since it is intended to evolve ultimatelya comprehensive system, in confection with booksellers and otherlibrary authorities, for the supply and loan of buoks.

Of the post 1968 stock (SBNs introduced at this time) it isestimated that it will be necessary to establtsh from other BNB andsuppliers' catalogues the current SBNs in respect of approximately10,000 titles. The information could then be transferred byhandwriting the number (10 digits) into the 'mini' catalogue inreadiness for subsequent punching. The clerical work load isapproximately 5 man weeks and the cost would be £100. Associatedpunching costs would be approximately E190.

- 22 -

7. CONCLUSIONS

What has been said illustrates the library catalogue andassociated systems as a realistic and practical development. It

indicates what kind of repercussions will be felt by the library andhow it could improve the service to the readers. The advantages anddisadvantages of the various alternative means of producing the newcatalogue have been discussed, In terms of cost, the use of microfilmis not quite so competitive as the locally printed catalogue. However,the main disadvantages of microfilm is the fact that the general publicwould be expected to operate a relatively sophisticated method ofretrieval which implies that difficulties and perhaps even user resistancemight occur.

Various difficulties in connection with book chargingo havelin thepast., evoked criticism (though unjustified in some cases) from thepublic. It is considered that the relative complexity of microfilmedcatalogues, compared with the printed catalogue, might well generatefurther adverse public comment. For these reasons therefore thefeasibility study team consider the most satisfactory method of producingthe catalogtie is the printed book version.

On the question of computer processing costs it has been assumedthat the disc storage facilities will be available for the All TitlesFile. On this basis approximate annual operational costs (both dataprocessing and clerical) will be £5,413 or, expressed another way,approximately £2,650 less than the current annual costs. These figuresdo not take into account the cost of catalogue reproduction, alternativemethods of which are at present being investigated, as mentioned in Section3.9. Initial development and conversion costs are estimated at £22,580.The computer cost included in the estimates are based on the existinginstallation at County Hall, though future hardware provision may necessitatesome modification to the figures mentioned above. At the current rateof growth, under normal conditions, the size of the catalogue is expectedto increase by approximately 5-10% per annum. This is not likely tocause insuperable problems regarding processing and general handling.

Systems design is expected to take 32 man weeks and programming afurther 93 man weeks.

- 23-

. RECOMMENDATION

In view of the numerous bendfits, mentioned in the report, whichwill be felt by both the Libriary Service and the public, it is recommendedthat the proposed integrated system for Book Ordering, Cataloguing, Reservations,Stock Editing and Book Charging should be implemented.

-24-

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Order /Catalogue Page 1 of 5

APPENDIX IV

1.

Order Slips

/Type Order/ Order toFile Slips

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BookReceived

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Type Book & Cat.Cards

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-...----1

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APPENDIX IV

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APPENDIX IV

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Master

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APPENDIX IV

Book Charging Page 4 of 5

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Overdue 2ndLetters & Advicefrom H

APPENDIX IV

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APPENDIX V

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APPENDIX V

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APPENDIX V

10.05.71

AUTHOR CATALOGUE

PAGE

187

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APPENDIX VII

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ink File C Page 3 of 3

.

Organization

Record

Length

No. of Records

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120,000

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150'

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190,000

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Appendix IX

Data Preparation Volumes

Ordering System 1320 Cards per week

Cataloguing 30 Cards per week.

Conversion of System 310)000 Cards

Machine Utilization

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First fortnightly runif alternative file

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