Restricted HUN/82 /007 Terminal Report HUNGARY

Improvement of the effectiveness of the scientific and technical information system

Project Findings and Recommendations

Serial No. FMR/lPS/OPS/88/250 (UNDP)

United Nations Educational, Scientific and Cultural Organization

United Nations Development Programme

Paris, 1988

H U N G A R Y

IMPROVEMENT OF THE EFFECTIVENESS OF THE SCIENTIFIC AND TECHNICAL INFORMATION SYSTEM

Project Findings and Recommendations

Report prepared for the Government of the Hungarian People's Republic by the United Nations Educational, Scientific and Cultural Organization (Unesco) acting as Executing Agency for the United Nations Development Programme (UNDP)

United Nations Educational, United Nations Scientific and Cultural Development Organization Programme

UNDP/HUN/82/007 Terminal Report FMR/lPS/OPS/88/250(UNDP) 25 November 1988

© Unesco 1988 Printed in France

TABLE OF CONTENTS

Page

SUMMARY i

I. DEVELOPMENT PROBLEM AND IMMEDIATE PROBLEMS ATTACKED 1

Development problem attacked 1 Immediate problems attacked 1

II. OUTPUTS PRODUCED AND PROBLEMS ENCOUNTERED 4

Pilot information system 4 New, more efficient information services 5 Library network technology 6 Trained manpower 7

III. OBJECTIVES ACHIEVED 7

Improved access to cataloguing information . 7 Improved access to documents 8 Co-ordinated acquisition 8 Accelerated registration of translation 8

IV. FINDINGS AND LESSONS LEARNED 9

Findings regarding the introduction of new technology 9 Findings regarding the improvement of information services 10 Findings regarding the increase in experience, qualification and

efficiency of the staff 11

V. RECOMMENDATIONS 12

Recommendations to the national authorities 12 Recommendations regarding UNDP's Outreach Programme 13

APPENDICES

A. Unesco consultants 14

B. Counterpart staff 15

C. Fellowships and study tours 16

D. Equipment acquired through the Project 25

E. Government contribution 26

F. Documents related to the Project 27

(i)

SUMMARY

Government contribution: 20,561,7 Hun. Fts.

UNDP contribution: US$ 321,000

a) Objectives (intended and achieved)

i) Improved access to cataloguing information through the introduction of up-to-date microfiche catalogues.

ii) Improved access to documents (500 periodicals are now microfiched and put at the disposal of readers without delay).

ill) Co-ordinated acquisition by collaborating libraries is now possible through the purchase of microfiche equipment, speeding up exchange of information on the development of the document collection of the library network.

iv) Accelerated registration of translations. The project produced the system design and acquired the necessary equipment.

b) Outputs sought and produced

i) A pilot information system based on optimal information processing technology, using computers and micrographie methods and equipment (microfiche readers, reader-printers, Optical Character Reader (OCR) technology, professional personal computer IBM-PC/XT).

ii) New, more efficient information services providing better access for users to documents and data (up-grading of catalogues, indexes, regis­tries, lists prepared in microfiche form).

ill) Development scheme for the introduction of new information technology into the co-operation network of libraries and information centres in Hungary (combined computer and microfiche technology; computerized data base containing 900 records on periodicals).

iv) A programme of training and up-grading of professional knowledge of in­formation specialists in planning operation, and maintenance of micro­fiche and computer technology.

c) Findings and recommendations

i) Efficiency of the information work increased as a result of microfiche technology. Equipment selected and personnel trained helped to over­come the lack of an appropriate network in Hungary for maintenance of micrographie equipment. It is recommended that a training programme should be prepared for people involved with the micrographie systems, and low-capacity equipment should be replaced.

(ii)

ii) The use of new micrographie and computerized technology improved the library and information services - microfiche readers Installed in library reading rooms facilitated access to information, and improved inter-library loan processes. It is recommended that the know-how acquired in the framework of the project at The National Technical Information Centre and Library (OMIKK) should be disseminated through­out Hungary, and steps should be taken to co-ordinate acquisition activities.

iii) The project contributed substantially to the up-grading of the know­ledge base available at the National Technical Information Centre and Library and increased the experience, qualifications and efficiency of specialized staff. It is recommended that, based on the system at OMIKK, efforts should be made to further develop the information infra­structure at different libraries in the country.

iv) Technology introduced under this UNDP project should be made available to developing countries under the UNDP Outreach Programme.

d) Lessons learned

i) Microfiche technology provides an efficient tool, complementing com­puter technology in specific cases and is of great use, contrary to what was perceived at the outset of the project.

ii) It was necessary to identify micrographie tools which corresponded to lower quantitative requirements (i.e. information levels).

iii) Difficulties had to be overcome in connection with the acquisition and stocking of spare parts bought with foreign currency.

iv) The training of operators and maintenance technicians is not yet fully organized in the country and this problem had to be addressed through reliable equipment selection and manpower training.

v) The assistance of international experts proved to be of great value in coping with tasks related to micrographie and computer technology.

HUN/82/007 - Improvement of the Effectiveness of the Scientific and Technical Information System

Terminal Report

I. DEVELOPMENT PROBLEM AND IMMEDIATE PROBLEMS ATTACKED

Development problem attacked

1. The development objective of the project was defined at three levels:

a) first it was aiming at the improvement of scientific and technical information services in Hungary, enhancing by the means of technical modernization their scope and depth;

b) the improvement of the information services was expected to increase the efficiency of the innovation processes and especially to speed up the introduction of new technologies;

c) and indirectly, through upgraded innovation processes the project was aiming at increasing the country's exporting capacity.

2. The underlying development problem can be summarized as follows:

- In the 70's the Hungarian economy faced increased difficulties, in par­ticular because of growing foreign debt, decreasing prices for export commodities, and higher prices for those imported and the consequences of the energy crisis. As a result, capital investment had to be strictly limited and important savings had to be achieved. In order to adapt the economy to the new circumstances a new system of economic management was introduced, characterized by the high priority assigned to intensive rather than extensive development. In other words the task was to find solutions which allow a better, more efficient utilization of the existing resources rather than the creation of new resources through capital investment.

- It was recognized that one of the most important resources is informa­tion, which, if up-graded in an appropriate way, can become a substan­tial tool in the development of the country's economy. The UNDP assisted project was initiated in order to attack this development problem.

Immediate problems attacked

3. The immediate objective of the project was defined as follows:

"To develop and commence introduction of up-to-date microfiche and COM* technology into the library and information activities through the pilot application of these techniques at the National Technical Information Centre and Library."

* Computer Output on Microfilm

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4. The immediate objective of the project was defined with a view to attack­ing a certain number of specific problems, which arose partly as a result of increased information needs and partly as a consequence of the decrease of financial means available for the purpose of developing and/or maintaining the information services necessary to meet the above needs. The information needs increased both from a quantitative and qualitative point of view.

5. In order to become more innovative and through innovation more competitive on the foreign market, Hungarian research and industrial development required:

a) an increase, or at least the maintenance of several kinds of documents containing Information on fields related to the priority areas of the industry which is being restructured;

b) increased selectivity in the provision of information to researchers, engineers, etc., to avoid overloading them with information which does not correspond exactly to their needs but reduces the time available for actual research and development work;

c) greater speed in the provision of information, with a view to following up rapidly new developments in technology;

d) easier access to foreign language information through improved transla­tion services and information on translations available, etc.

6. At the same time however, as information needs grew, the cost of docu­ments, books and periodicals purchased abroad increased, and also the budget of the information institutions was cut. The upgrading of the information proces­sing technology could not compensate the deterioration of the financial situa­tion, because the lack of foreign currency prohibited the purchase of appro­priate equipment. Also, the recycling and continuous training of information specialists became more difficult and the knowledge gap between leading informa­tion institutions abroad and in Hungary increased, as only very few study tours were available to bridge this gap.

7. As a consequence, the basic immediate problem to be attacked by the project was, that the National Technical Information Centre and Library had to meet increased information needs using more and more limited information re­sources and processing the information with less and less up-to-date techno­logy. Under these circumstances the delays in accessing information increased, the quality of processing was not appropriate and in the absence of sufficient reprographic capacity, physical access to the documents, even if available in the country, became difficult.

8. Taking into account that at the end of the 70's neither the state budget nor the information institutions' own resources could provide the necessary means to acquire the technology and knowledge needed to Increase the efficiency of the information work, the decision was taken to use UNDP assistance for this important purpose.

9. At the time when the UNDP project was prepared, the National Technical Information Centre and Library could be characterized by the following data:

a) the number of foreign and national books acquired in a year was appro­ximately 9,000, the number of periodicals subscribed to received in exchange was close to 6,000;

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b) 1.200,000 items were available in the stores for the readers;

c) the number of registered readers was 30,000;

d) the institution operated the largest translation service in the country and it was in charge of registering all translations (yearly 30,000) produced in Hungary;

e) 22 information bulletins were published monthly;

f) the information centre had on-line access to foreign data bases and provided SD1 services using magnetic tapes received from such data bases;

g) 4 abstracting journals and several monographs were published by the Centre.

10. The specific problems to be solved by using international assistance were:

a) the reprographic and micrographie services were not adequately equip­ped; neither the quantity, nor the quality of the equipment available corresponded to the needs of the users;

b) the computerized services could not be adequately integrated into the dally operations of the Information Centre because the computer and telecommunication technology was not up to standard for such a requirement ;

c) there was not enough up-to-date knowledge nor, in particular, practical experience regarding the latest solutions introduced abroad in the field of computer and micrographie/reprographie technology.

11. Accordingly, the most immediate problems hampering the work and services of the National Technical Information Centre and Library were attacked by the definition of four subobjectives for the project:

a) the introduction of microfiche catalogues;

b) the use of microfiches to improve access to documents (periodicals, research reports, etc.) to several users simultaneously;

c) the co-ordination of acquisition processes in the library network covering the fields of science and technology;

d) the acceleration of the registration of the translations prepared in Hungary.

12. It was foreseen that as a consequence of the implementation of the project:

a) the processing of scientific and technical information would be speeded up and some part of the staff would be freed from manual processing activities, allowing a substantial increase in productivity;

b) economies could be achieved in document storage space and investment aiming at increasing such space could be avoided.

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II. OUTPUTS PRODUCED AND PROBLEMS ENCOUNTERED

13. The outputs produced by the project will be presented in comparison with those foreseen in the Project Document.

Pilot information system

14. The first expected output was:

"a pilot information system based on optimal information processing technology, using computers and micrographie methods and equipment."

15. The project produced this output as planned. Using funds provided by UNDP, appropriate up-to-date equipment was acquired and installed. This included microfiche cameras, microfiche readers, reader-printers, personal computers, OCR equipment and a Computer Assisted Retrieval (CAR) system. (Details are given in Appendix D).

16. The equipment installed is now well utilized:

a) on the one hand the users have direct access to the microfiche readers in the reading rooms and in the reference services, and on the other hand they facilitate the library staff's task in the provision of information services. In addition they allow the use of COM catalogues;

b) the reader-printers provide the link between the new information tech­nology and the traditional forms of services, allowing the preparation of hard copies for those who do not have easy access to microfiche readers;

c) the OCR technology provides the tool which is necessary to ensure the efficient input of huge amounts of information in computerized systems;

d) the professional personal computer (IBM-PC/XT) is planned to be used in conjunction with the OCR equipment to provide information in machine readable form for processing by the Centre's mainframe computer.

17. Some problems arose in connection with the introduction of OCR techno­logy. Some OCR equipment had already been Imported to Hungary before the implementation of the present UNDP project, but it had not been found to be really efficient in providing machine readable input to computerized information systems. The major constraint was that the OCR equipment available on the market of the industrialized countries could not process the special letters of the Hungarian alphabet and the special characters used in library/documentation work.

18. In order to solve this problem, the Centre established close co-operation with TOTEC: the Japanese firm manufacturing high quality OCR equipment. This attempt failed because of the withdrawal of TOTEC from a contract. In the mean­time the Hungarian Computer Research and Innovation Centre (SzKI) has developed the Recognita mark recognizing software product, which also solves the dlgitali-zation of Hungarian texts, in particular with the use of general purpose hard­ware elements: scanner and personal computer. The acquisition of the hardware took place under the project and the establishment of co-operation between OMIKK and SzKI to set up the Recognita for processing of special library documents was Initiated.

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New, more efficient information services

19. The second expected output was:

"the introduction of new, more efficient types of information ser­vices, providing better access for the users to documents and data."

20. It should be pointed out that the level - quantity and quality of services provided by the National Technical Information Centre and Library-~ was already high at the beginning of the project. The users benefit both from library and information services; the library services include, among others, the provision of catalogues,the reference services and the exchange of information and docu­ments among libraries, whereas the information services include the publication of documents, abstracting journals, the provision of on-line services, the pre­paration of studies, translation services and the registration of all Hungarian translations, etc.

21. In the field of library services the project supported mainly the up­grading of the catalogues by the introduction of COM catalogues. Four products were prepared in microfiche form:

a) the union catalogue of foreign periodicals available in the network of co-operating scientific and technical libraries;

b) the index of foreign research reports acquired by the National Technical Information Centre and Library in the last three years;

c) the registry of study tour reports;

d) the list of indexing words used in the library for books with Universal Decimal Classification (UDC) numbers and its inverted file.

22. Some of these products are based on the co-operation of approximately 400 libraries and all of these institutions benefit through the use of the COM and documentary microfiches.

23. One of the ways the OCR technology is processing digitized documents beside the COM is the high quality laser printer output. For implementing this, the system design has been accomplished and the acquisition of the necessary hardware has taken place.

24. In the field of information services the project- and in particular the study tours implemented - contributed to the creation and introduction of:

a) new services in support of small and medium size entreprises;

b) upgraded services to large Industrial companies;

c) more efficient services to researchers and development workers;

d) complementary services covering business information in addition to technological information.

25. Indirectly, through advisory and system development work, the project contributed to the introduction of more efficient information services at the enterprise level as well as to the introduction of a new function in such systems, i.e. that of the "information manager", which, according to previous experience, also increases efficiency.

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26. In connection with the introduction of new types of information services', a special kind of problem encountered during the implementation of the project merits attention. It was found, namely, that some experience gained during study tours misoriented the specialists. They returned from very advanced information centres with the impression that the on-line catalogues fully replaced all other forms of catalogues, including those prepared on micro­fiches. The economic and other constraints prevailing in Hungary however, are such that it would be unrealistic to plan a full and rapid change-over to computerized catalogues. Supplementary studies, covering foreign trade, finan­cial, etc. aspects of the trends of computerization in Hungary, lead to the conclusion that microfiche technology will remain a viable solution at least during the next five years and it should be used in the preparation of catalogues.

27. A further benefit of the study tours was that a number of OMIKK experts had become acquainted with the on-line data base services. On the basis of this knowledge, preparations could have been made to establish technical facilities for data input to future data bases.

Library network technology

28. The third expected output was:

"the development scheme for the introduction of new information technology in the field of scientific and technical information into the co-operating network of libraries and information centres in Hungary."

29. It should be stressed, that at the time when the project was launched, the network of scientific and technical libraries existed on a conceptual level only. The libraries did prepare joint plans, but the absence of appropriate technology jeopardized the implementation of co-operative activities. The above output is, therefore, a substantial contribution towards a more efficient use of the information sources available in the country.

30. The output produced by the project is a system combining computer and microfiche technology. Presently the computerized data base developed during the project contains 9000 records on periodicals, which are regularly updated. The output of the system is produced using COM technology and It serves about 400 libraries. The work is now under way to extend the coverage of the system to monographs.

31. One important output of the project is the installation of complete chains of micrographie equipment in two major libraries of the network as model systems: at the Central Library or the Budapest Technical University and at that of the Miskolc Technical University for Heavy Industry. The introduction of such technology increases the efficiency of acquisition processes and allows the use of microcopies rather than original documents in the interllbrary ex­change of Information.

32. It should be pointed out that the above output has a considerable impact on the development of co-operative and exchange arrangements among libraries and it provides a firm basis on which the introduction of co-operative on-line cataloguing can be built in the future.

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Trained manpower

33. The fourth expected output was:

"a programme of training and upgrading of professional knowledge of information specialists in planning, operation and maintenance of microfiche and COM technology".

34. Accordingly, the project had as one of its most important outputs a number of trained professionals. In particular specialists were trained in:

a) the evaluation and selection of micrographie equipment;

b) the organization of information work in circumstances where microfiche and COM technology are used;

c) the maintenance of microfiche hardware;

d) the planning, creation, operation of computerized data bases;

e) the planning, organization, introduction, operation and evaluation of new information services.

35. The studies implemented in the framework of the project had an impact on the development of training activities in the field of information science in Hungary in general. For example, the teaching of up-to-date information retrieval methods was introduced in the training programme of chemists at the Eötvös Loránd University using the experience gained in France.

36. At the level of industrial enterprises the studies implemented under UNDP assistance had an impact too. In particular the experience gained in some industrialized countries was used to launch "information broker" activities which were new in Hungary.

37. As a result of the expertise gained a number of transactions were published and training programmes were held.

III. OBJECTIVES ACHIEVED

38. the outputs produced by the project were of the quantity and quality which allowed the achievement of the subobjectives and of the immediate objective defined in the Project Document.

Improved access to cataloguing information

39. The first subobjective was the introduction of up-to-date microfiche catalogues.

40. As a result of the project, several catalogues were produced in microfiche form. In particular, some ancient, discontinued card catalogues were converted into microfiches.

41. Although the economic effect of using microfiches rather than card cata­logues cannot be measured, it can be stated that this solution is advantageous because:

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a) the quality of presenting catalogue information improved and the dupli­cation of microfiches being easy and cheap, the dissemination of such information can reach a larger group of users;

b) the preparation of catalogues in microform is a co-operative venture of a number of libraries which allows a better overview of the collec­tions, facilitates the co-ordination of acquisition processes and improves interlibrary lending operations.

Improved access to documents

42. The second subobjective was the better access to documents, allowing their use by several people simultaneously.

43. In this connection it should be noted that the National Technical Library subscribes to approximately 5000 foreign periodicals, performing indexing, abstracting activities on 2300 periodical titles. This, however, means, that these periodicals are in process for 3-6 months and, therefore, not available to users immediately. Now, as a result of the project.,, about 500 periodicals are microfiched and the microfiches are put at the disposal of interested readers without delay. Although at the beginning users were reluctant to read micro­fiches, their interest grew gradually and it can be stated that the objective of providing a greater number of users with access to the latest documents has been achieved.

Co-ordinated acquisition

44. The third subobjective was to create a technological basis on which the collaborating libraries can rationally co-ordinate their acquisitions.

45. As a result of the project, appropriate technology is now available through the microfiche equipment acquired to facilitate and speed up the exchange of information on the development of the document collection of the network of co-operating libraries. The conditions, therefore, are given to the practical implementation of a harmonized acquisition policy and the better use of decreasing funds.

Accelerated registration of translations

46. The fourth subobjective was to speed up the national translation regis­tering process.

47. In connection with this subobjective the management of the project had to take into account a planned change in the rules regarding the nationwide regis­tration of translations prepared in Hungary. At the beginning of the project period the National Technical Information Centre and Library was in charge of authorizing and registering any translation requested in the country. There­fore, in addition to its own important translation service, the institution had to manage the collection, processing, storage of the translations prepared else­where and deposited by law, as well as to process the personal data of trans­lators, financial data, etc. The volume of the information processed justified the selection of this field of activity to be the one supported by a Computer Assisted Retrieval system (CAR) for microfiches. The project produced the system design and acquired the necessary equipment.

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48. The work, however, had to be reorganized following a planned decision of the Government, which was expected to be taken during the project period, to discontinue the centralized system of authorizing translation activities. Having found that under the changed circumstances the CAR system would serve most efficiently if used in the reference services, the system was reallocated to this type of service, where it has proved its usefulness.

IV. FINDINGS AND LESSONS LEARNED

49. The project created a base, comprising both equipment and knowledge, on which upgraded daily operation could be built at the National Technical Informa­tion Centre and Library. Although the results cannot be measured in financial terms, it can be stated that the outputs produced by the project were vital to the futher development of information work at the Centre, in the network of

co-operating libraries and in Hungary in general.

Findings regarding the introduction of new technology

50. The microfiche technology introduced at the National Technical Information centre and Library under UNDP assistance is recognized in the industrialized world as cheap, reliable and efficient. In Hungary, however, this technology is not used widely enough in information work. At the same time the use of computer technology is developing quite rapidly and it is generally considered to be the basis of any up-to-date information processing. At the beginning of the project period there was a widespread feeling that microfiche technology was of little use and interest. The project management was convinced that microfiche technology did provide an efficient tool, complementing computer technology in specific cases, and this view was justified during the project both by advice received from consultants and by the findings of some study tours. Now, at the end of the project period, practical results indicate that the approach was correct and the efficiency of the information work did increase as a result of using microfiche technology.

51. Some difficulties arose in connection with the adaptation of microfiche technology to fit the conditions prevailing at the National Technical Information Centre and Library. This institution, although one of the most important libraries/information centres in Hungary, is only of medium size, if compared with similar institutions established in the industrialized countries of Western Europe and the United States. Therefore, the volume of information to be processed did not reach the level for which the equipment used in these institutions was developed. As a consequence, it was necessary to identify micrographie tools which correspond to the lower quantitative requirements, still maintaining a high quality of automation and providing at the same time a great deal of flexibility. For instance the Aarque cameras are of medium pro­ductivity, however their flexibility is excellent.

52. The wider use of microfiche technology in Hungarian information institu­tions is hampered by some factors which are outside the scope of the project:

a) there is no appropriate network which would provide maintenance for micrographie equipment. Such services are provided mainly by foreign companies. Additional difficulties arise in connection with the acqui­sition of spare parts, which necessitates foreign currency. Such currency is not readily available, therefore delays in the acquisition process are unavoidable;

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b) material (film, etc.) used in micrographie equipment can be acquired in -the majority of cases through foreign trade channels only. If such material is not kept in stock, delays can become rather long. On the other hand, should the material be stocked for too long, the expiry date may be reached before it is needed in the actual work;

c) the training of operators and maintenance technicians is not yet organized in Hungary.

53. The project was successful in overcoming the above difficulties in the following way:

a) the equipment selected is very reliable and needs very little main­tenance and repair;

b) the needs in foreign currency arising from the purchase of spare parts and material can be met, because the savings resulting from the fact that the acquisition process became more efficient, are high enough to cover the import costs;

c) manpower was trained to make sure that both the operation and basic maintenance of micrographie equipment can be assured by the specialists of the National Technical Information Centre and Library.

54. The introduction of the OCR technology was delayed by the fact that the Hungarian language has 9- pairs of special accented vowels not used in other languages. Their erroneous or incomplete recognition would have made the use of any commercially available OCR equipment quite unreasonable. The Hungarian market is small for the suppliers to carry out such developments at a reasonable cost and the project could not have taken over such costs either. With the pro­gress of the Hungarian research and development work from 1988, the conditions will be provided for more users, - OMIKK, information centres, and others - to process Hungarian texts without difficulty and with the use of relatively inexpensive hardware and domestically produced software.

Findings regarding the improvement of information services

55. It was found that the use of the new micrographie and computerized techno­logy improved the library and information services both directly and indirect­ly. The microfiche readers installed in the reading rooms as well as the new type of catalogue facilitated the access to information. Documents could be acquired from abroad on microfiches more easily and at a lower cost; in this way the access to foreign information sources improved too.

56. The reader-printers allow the preparation of hard copies from microfiches and their availability decreased the overload of the traditional reprographic services. At the same time it was found to be very advantageous that the use of original documents for the preparation of copies could be avoided; they remained available to readers in the library Itself and the wear and tear resulting from photocopying could be decreased.

57. It was found, moreover, that interlibrary loan processes became more simple and rapid - at least among the libraries which benefited from the instal­lation of micrographie equipment in the framework of the project. The CAR system proved to be an efficient tool in the provision of reference services.

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This system is capable of providing really up-to-date data base services with a high level of cost-efficiency. It should be stressed that this technology is of great interest in many fields of information work; therefore the system installed can be considered as a pilot one, which can be used in the future as a model and a training tool.

58. It was found that the decision to use COM technology for the purpose of preparing secondary information products was a right one. The COM equipment installed in SzUV proved its usefulness in the production of new types of secondary publications. An additional advantage resulting from its use was that the overload of the printing equipment providing output from the Centre's main­frame computer could be decreased, increasing the overall efficiency of the data processing equipment.

59. Three additional findings merit attention:

a) microfiches could be used to facilitate the daily work of librarians in charge of cataloguing and other library data processing activities. In particular the most important reference tools were made available to all librarians involved in the above activities and facilitated direct, rapid access to the special type of information needed for the perfor­mance of their tasks;

b) microfiches proved to be useful in the international exchange of documents. The equipment acquired in the framework of the project was used to prepare high quality microfiches from the Hungarian documents offered in exchange to co-operating libraries abroad and this was welcomed by most of the counterpart institutions;

c) the laser printer output as a form of services can be taken into account from 1988 onwards, because earlier there was no inexpensive, good printing quality printer available which would have been capable of printing Hungarian character set also.

Findings regarding the increase in experience, qualification and efficiency of the staff

60. It was found that the project contributed substantially to the upgrading of the "knowledge base" available at the National Technical Information Centre and Library. The specialists of the institution had the opportunity to become acquainted with the technology used at leading information institutions in a number of countries. They introduced the experience gained in their daily work, and they are now capable both of operating up-to-date systems and making the best use of the services/facilities provided through the use of such systems. The Impact of the studies undertaken is important also from the point of view of planning the institution's future development. First hand information has been acquired on the trends characterizing the development and use of information technology, providing a firm basis to the elaboration of medium range plans, to the definition of an acquisition policy to be implemented in connection with introducing appropriate equipment, etc.

61. The assistance provided by international experts proved to be of great value. The consultants helped to solve the tasks arising in connection with the identification and introduction of the most appropriate micrographie and computer technology and they advised also on the ways in which some special con­ditions could be taken into account in Hungarian development efforts.

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62. Last but not least the opportunity given by the project, both in visiting foreign institutions and receiving international consultants in Hungary, were found to be of great value in the efforts towards establishing good interna­tional working relations and strengthening co-operation with leading institu­tions abroad.

V. RECOMMENDATIONS

Recommendations to the national authorities

63. In order to make sure that the equipment acquired with UNDP assistance is used with increasing efficiency, a training programme should be prepared and implemented. In particular training should be provided according to a well planned schedule for:

a) the operators of the micrographie systems;

b) those in charge of supervising/evaluating micrographie activities in the network of co-operating libraries;

c) the users benefiting from the services provided through micrographie equipment.

64. The know-how acquired in the framework of the UNDP assisted project at the National Technical Information Centre and Library should be disseminated throughout the country with a view to assisting all libraries and information centres which operate or plan to acquire micrographie systems, use or plan to use on-line information services. This objective could be achieved by:

a) preparing and publishing technical reports on various aspects of the experience gained in connection with up-to-date micrographie equipment and computerized services;

b) the establishment of a small scale, e.g. microcomputer based informa­tion system providing in-depth information on technical details to planners and operators of micrographic/computerized systems.

65. On the basis of the technical facilities available as a result of the project, appropriate steps should be taken to implement the co-ordination and harmonization of the acquisition activities in the network of co-operating tech­nical libraries.

66. Efforts should be made, in particular in the framework of the national programme aiming at the development of the information infrastructure, to increase the number of libraries owning and operating micrographie equipment. This would increase the efficiency of co-operative arrangements in the field of cataloguing as well as that of using on-line services.

67. With regard to the fact that the equipment put in operation through the project in the National Technical Information Centre and Library and the co-operating libraries served as the components of a pilot system, in some cases their capacity is no longer adequate for the Increasing need. This equipment of low capacity should be replaced by a more powerful one or solutions should be found to enhance its productivity.

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Recommendations regarding UNDP's Outreach Programme

68. It is felt that the technology introduced under UNDP assistance at the National Technical Information Centre and Library is of interest to a number of developing countries. There are countries in all regions with technical libraries and information/documentation centres which have characteristics similar to those of the Hungarian institution supported by the project, in particular:

a) a large document collection, nevertheless not reaching the size of major European/American institutions using large-scale micrographie equipment ;

b) a computerized system not meeting fully the information processing needs of the organization.

Such organizations could benefit from the Hungarian experience.

69. It is recommended that both the executing agency and UNDP should use the National Technical Information Centre and Library in future projects as:

a) a place for training, where specialists from developing countries can obtain practical experience in operating combined computerized and micrographie systems of the size which corresponds to their national conditions;

b) a source of advice to assist developing countries in the planning, selection and Implementation of appropriate technology for their infor­mation institutions and libraries.

- 14 -

APPENDIX A

Unesco Consultants

Name of Consultant Country of Field of (*) origin Specialization

Duration of Contract From To

Robert M. Hayes

Pierre Boskovlts

Goran Rosman

Claude Goulard

David P. Best

Claude Goulard

Alec M. Hughes

TH. Dierlg

Dr. K. Franken

USA

Switzerland

Sweden

France

U.K.

France

U.K.

FRG

FRG

Library and infor­mation sciences

Library services

Library automation

Micrographics and Reprographics

Information systems design and implementation

Micrographics and Reprographics

Information technology

Online catalogue system

Online catalogue system

31.05.1983 08.06.1983

28.10.1984

12.11.1984

25.11.1984

21.07.1985

22.11.1986

30.11.1986

30.11.1986

03.11.1984

17.11.1984

01.12.1984

05.05.1985 11.05.1985

26.07.1985

29.11.1986

05.12.1986

05.12.1986

(*) In chronological order of date of arrival.

- 15 -

Name

Managerial Board

Mihály Agoston Sándor Kakuk Ferenc Mester Gyula Mártyán Ferenc Rády Peter Szántó

APPENDIX

Counterpart

Position held

B

Staff

General Director Financial Manager Head of Department Head of Department Head of Department Head of Department Deputy Director of the Library

Qualifications

Engineer Economist Engineer Librarian Librarian Applied Mathematician

Steering Committee

Dr. János Düzs Dr. Sándor Balázs Tibor Fútala Dr. Péter Horváth József Kertész

Chairman Engineer Deputy Director Librarian Director of the Library Librarian Director Physicist Head of Department Engineer

Project Management Bureau and Development Department

Mkl6s Orbán

Mrs. Zsuzsanna Berke J6zsef Csát Mrs. Elisabeth Czeglédi Dr. János Galembos Attila Kovács Lászlõ Nagy Gyula Mezey Mrs. Margit Ujfalussy

National Project Manager Engineer Head of Department Research Fellow Librarian Senior Member Engineer Referent Librarian Senior Member Engineer Senior Member Engineer

System Analyst Engineer Senior Member Engineer Referent Librarian

Cooperative Institutes

Mrs. Lászloné Dömötör Dr. Pál Gágyor Péter Hamvay Dr. Imre Lebovits Dr. István Vagó Dr. József Zsidai

Director General Director Director Director General Director Director

Librarian Engineer Engineer Engineer Engineer Librarian

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- 25 -

APPENDIX D

Date

1984 1983 1984,

1983, 1983 1984 1984

1983, 1984

1983, 1984,

of de:

1986

1984

1984

1984 1986

EQUIPMENT ACQUIRED THROUGH THE PROJECT

Equipment

Microfiche cameras 1 pc AS 8000 1 pc AS 8100 2 pes ALOS typ 24

Microfiche readers 7 pes. SAUL FC-1 3 pes SAUL portable 1 pc SAUL FC-H 2 pes ALOS type 27.17

Microfiche reader printers 5 pes AGFA COPEX LK-P, LK-L 1 pc CANON NP 580

Microfiche processors 2 pes AS 8003/8004 2 pes ALOS type 25

Diazo duplicator 1 pc OP 10 1984

OCR Techniques 2 pes Microtek optical scanner 1987 1 pc IBM/AT compatible personal computer 1987 1 pc "Laserjet" laser printer 1987

Miscellaneous 1 pc DC 222 CAR system 1985 1 pc IBM typewriter 1985 1 pc IBM PC/AT prof, personal computer 1986 + spare parts and expendable equipment

Equipment not yet delivered by 1st May 1988

1 pc IBM/XT professional personal computer

Government contribution

Microfiche readers 7 pes MEOFLEX R21 1983 3 pes MICRONAR 1984, 1985 North West Microfilm 375 (10 pes.) 1986

Microfiche processor 1 pc PENTAKTA E130 1987

+ spare parts and materials continuously.

26 -

APPENDIX E

GOVERNMENT CONTRIBUTION

Period Equipment Construction Miscellaneous Travel Salaries Total costs +services

in 1000 Hun. Fts.

August 1982 -February 1983

March 1983 -August 1983 5,0

September 1983 -February 1984 52,3

March 1984 -August 1984 2,0

September 1984 -February 1985

March 1985 -August 1985

September 1985 -February 1986

March 1986 -August 1986

September 1986 -December 1986 9 048,0

Computer services till 1986

35,0

12,0

181,5

255,0

250,0

136,2

52,0

450,0

354,0

451,0

224,0

247,0

1 260,0

3 071,0*

147,0 60,0

36,1 230,0

463,6 250,0

106,0 275,0

305,0 340,0

300,0 350,0

492,7

419,3

999,4

833,0

665,0 300,0 1 574,0

240,0 315,0 1 006,0

757,0 336,0 1 317,0

892,0

910,0

9 048,0 12 119,0

GRANT) TOTAL 9 107,3 483,5 5 495,2 3,019,7 11 504,0 20 561,7

* Software costs

- 27 -

APPENDIX F

Documents related to the project*

Reports of consultants

1. R. M. Hayes: Budapest Mission Report, 30 June to 7 July 1983

2. J. Hoekstra: Budapest Mission Report, 18 to 23 December 1983

3. P. Boskovitz: Rapport concernant la mission accomplie auprès du OMIKK, 17 et 21 octobre 1984

4. Report from the consultation, 12-16 November 1984

5. C. Goulard: Rapport de mission, 26-30 novembre 1984

6. C. Goulard: Rapport de mission, 22-26 juillet 1985

7. M. Messik: Regulation of reprography in different countries considering hardcopy in libraries OMIKK study, 194. Febr. 41 p. (in Hungarian)

8. Gy. Oldal: Proposal for the modernization of the micrographie system of OMIKK (in Hungarian) Budapest, 1984.

Technical documents

1. A. Kovács: Comparison of different micrographie equipment, budapest, 1981

2. J. Duzs - I. Szabõ: Analysis and proposal of designing the information input procedure of the OMIKK data base, with special regard to the application of OCR technique. (In Hungarian) Working paper, Budapest, 1983

3. J. Duzs - M. Orbán - K. Tóth: Analysis and proposal of the establishment of a complementary cooperation between the reprographic and micrographie services. (In Hungarian) Working paper, Budapest, 1983

4. A. Kovács: Cost analysis of the micrographie services based on equipment acquired through the UNDP/Unesco project. (In Hungarian) Working paper, Budapest, 1983

5. M. Orbán: The union catalogue of the technical libraries cooperating in network. (In Hungarian) Working paper, Budapest, 1983

6. Identification of the main development tasks to be accomplished in the framework of project. (In Hungarian) (A preliminary system design), Budapest, 1983

* Any additional information about these documents can be obtained from OMIKK.

- 28 -

7. The completion of the 1983 edition and the preparation of the 1984 edition of the Union COM-fiche catalogue of foreign periodicals. (In Hungarian) (Draft proposal), Budapest, 1984

8. M. Bárdosi: Report on the implementations of the COM catalogue of foreign periodicals. (In Hungarian) Working paper, Budapest, 1984

9. M. Takách: State of art report on the microfilming of periodicals subscribed by OMK. (In Hungarian) Working paper, Budapest, 1984

10. The development concepts of the National Technical Library for the 7th national five year plan. (In Hungarian) Working paper, Budapest, 1984

11. G. Mezey: Report on the application of micrographics in the translation service. (In Hungarian) Working paper, Budapest, 1985

12. L. Dezs6: Report on the quality problems of the photographic (micrographie) laboratory of OMIKK. (In Hungarian) Working paper, Budapest, 1985

13. J. Csát: The use of D 222 in the reference service. (In Hungarian) Working paper, Budapest, 1986

14. J. Csát: Possible applications of the Saul Data center (D222) as CAR system. (In Hungarian) Working paper, Budapest, 1986

15. J. Csát: Computer Assisted Microfiche retrieving reader. (In Hungarian) Working paper, Budapest, 1986

16. R. Frank: Report on the Instruction of micrographics in the Central Library of the Technical University Budapest. (In Hungarian) Working paper, 1986

17. The basic concept of the establishment of a pilot STI network. (In Hungarian (Draft proposal), Budapest, 1986

18. L. Goth: Specification of data input technology by OCR equipment. (In Hungarian) Working paper, Budapest, 1986

19. L. Góth: Project of a computerized repter system for establishing a technical-scientific printed informational output* (In Hungarian). A series of working papers, Budapest, 1986.

Studies

1. A. Kovács: Methodology and guide for the selection of micrographie equipment. (In Hungarian), Budapest, 1981

2. A. Kovács: Report on the improvement of the productivity of library and technical information processes by means of micrographics. (In Hungarian and Russian) Paper submitted to the International Centre of Scientific and Technical Information (Moscow), Budapest, 1983

- 29 -

3. M. Orbán: The application of micrographie equipment in handling documents. (In Hungarian), Budapest, 1983

4. Szerzói jogi ABC - The ABC of copyright. (In Hungarian; translated from the original version of the Unesco edition 1981, Paris) Tudományos-MUszaki Informado szakkonyvtára; 11. füzet, Budapest, 1983

5. S. Nagy, L. Dezsó, A. Kovács: State of Art report on the micrographics and reprogfaphic technique in libraries and information services. (In Hungarian) Prepared for the National Office of Technical development, Budapest, 1983

6. J. Csát: Micrographics. (In Hungarian) Paper read at the conference of the Technical Session of the Society of Hungarian Librarians, Miskolc, 1985

Papers

1. A. Kovács: Kb'nyvtári mikrofilmlap olvas;ok;eszülékek kiválasztásának szempointjai • Some criteria of the selection of microfiche readers for libraries. (In Hungarian) Tudományos és MUszaki Tájêkoztatás, Vol. 29, No. 3., Budapest, 1982

2. A. Kovács: MICROMAX 800-new type rollfiche reader. (In Hungarian) Tudományos és MUszaki Tájékztatás, Vol. 29, No. 3, Budapest, 1982

3. A. Berke - J. Perlinger: A Regensburgy Egyetemi Konyvtár és COM katalógusai - The Library of the University in Regensburg and its COM catalogues. (In Hungarian) Tudományos és MUszaki Tájêkoztatás, Vol. 29, No. 3, Budapest, 1982

4. B. Berke: COM formátumu katalógus: A mUszaki folyõiratok központi katalógusa (COM format catalogue: Union Catalogue of technical serials). (In Hungarian), Konyvtári Figyeló, Vol. 29, No. 6, Budapest, 1983

5. M. Bárdosi - T. Fútala: A mUszaki konyvtárakba járó külföldi folyõiratok számitõgépes adattára (Computer file of foreign technical serials in Hungarian technical libraries). (In Hungarian, Konyvtári Figyelô, Vol. 29, No. 6, Budapest, 1983

6. G. Bittsinszky - T. Fútala - E. Vajda: Hármascikk a folyóiratrendelési koordináciõ apropójából (On the coordination of standing order of periodicals) - Tudományos és MUszaki Tájêkoztatás, Vol. 30, No. 8-9, Budapest, 1983; (In Hungarian)

7. T. Fútala: Hétkoznapi számvetês a centenáriumon: az Országos MUszaki Konyvtár eredményel, hondjai, tervei (An "everyday" survey at the centenary: results, problems and plans of National Technical Library) -Tudományos és MUszaki Tájêkoztatás, Vol. 30, No. 7, Budapest, 1983. (In Hungarian)

8. M. Orbán: Az informados i par, mint gazdasági ágazat. Tanulmány. (The information industry as an economic sector. Report), Budapest, 1983

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9. M. Orbán et al.: Mliszaki dokumentumok tomegszerú kezelésének digitalis optikai és egyéb korszerú irányzatai. Tanulmány. (Trends in thé handling of large volumes of STI documents by up-to-date digital, optical and other methods. Report). Országos Mliszaki Fejlesztési Bizottság, Budapest, 1983. (In Hungarian)

10. J. Galambos: Libraries and the Information Economy of California (R. M. Hayes) (under preparation)

11. J. Galambos: Library system of the UCLA and the Graduate School of Library and Information Science (under preparation).

Miscellaneous

1. Micrographics in the National Technical Information Centre and Library, Video film, Budapest, 1983

2. J. Csát - Gy Mezey: Spectacle-like microfiche reader, Hungarian patent No. 1268/85.

Courses, training programmes

1. In the framework of a school-like training programme, organized for the middle and higher management of OMIKK, a series of lectures on the application of micrographics and computers, Budapest, 1984

2. Training course on the application of micrographics and microcomputers in libraries and information services Organized by Korean fellowship grantees in cooperation with Unesco, Budapest, 1985

3. Lectures on the introduction of micrographics and computer applications in the National Technical Information Centre and Library. Lectures held for the new employees of OMIKK.

Conference

Data base*83, International Conference, Budapest, 1983.