Library mechanization at the Asian Institute of Technology

Int. Libr. Rev.

(1971)3, 257-270

Library Mechanization at the Asian Institute of Technology HWA-WEI LEE1BACKGROUND

Strategically located in the centre of Southeast Asia, the Asian Institute of Technology is a unique regional postgraduate institution for advanced study and research in engineering and related subjects in Asia. Although founded in Bangkok, Thailand, it is chartered as a private non-profit regional organization governed by an international board of trustees presently consisting of Australia, France, Indonesia, Malaysia, Pakistan, Philippines, Thailand, United Kingdom, United States of America, and Vietnam. New board members from Canada, Republic of China, Hong Kong, Japan, Netherlands, New Zealand, and other countries are in the process of being added. The student body, now totaling 200, comes from 17 Asian countries: Afghanistan, Republic of China, Hong Kong, India, Indonesia, Iran, Japan, Korea, Laos, Malaysia, Nepal, Pakistan, Philippines, Singapore, Thailand, Turkey, and Vietnam. These students, all holding a bachelor's degree, are enrolled in three types of programme of studies, namely; one-year postgraduate diploma programme, 21-month Master's degree programme, or a doctoral programme. By mid-1972 the Institute will be moved from its present site, which is temporarily situated on the campus of Chulalongkorn University, to its 400-acre new campus in the outskirts of Bangkok where, according to the development plan, the enrollment will grow to 1000 in 1980. Since the objectives of AIT are closely identified with the economic and technological development of the region, the library has been charged, as stated in one of the objectives of the Institute, to provide "An outstanding library to serve the needs of both AIT and the region." To be in line with this objective, ever since its inception, the Institute has given special emphasis and support to the development of a strong I" Head Librarian, Asian Institute of Technology, Henri Dunant Street, Bangkok, Thailand.

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library with a regional outlook and perspective. As a long-range development goal, the library plans to expand its collection from 30,000 volumes of books at the present to 300,000 volumes in the 1980s. During the same period, it expects to increase the journal titles from 1000 to 6000. Besides being an outstanding library, plans have been undertaken to expand the library's role so that it may also serve as a regional information centre for science and technology in Southeast Asia to expedite the process of economic and technological development in the region by making available the technical knowledge which has thus far helped to widen rather than to narrow the gap between the so called developed countries and the developing countries. In order that the library can rapidly expand its resources and services to meet the needs within the shortest span of time and with the least financial encumbrances, the library has been planning for computer applications since October 1968. It is envisioned that through total system planning and design there will be a gradual implementation from simple mechanized library routines to a more complex system of storage, retrieval and dissemination in successive stages. The availability of an IBM 1130 computer system at A I T enables the library to begin initial experimentation in the house-keeping operations such as journal listing and control and acquisitions and accounting. The successful implementation of these operations by computer in the last two years at the A I T library has demonstrated that small or medium size libraries which have access to small computers can also make the computers work for them without incurring high costs. This paper intends to describe the two computer-aided operations in some detail for the benefit of other libraries that may want to begin computer applications in a gradual and practical way. PLANNING

AND

DESIGN

ELEMENTS

The first step taken in the planning was to conduct a thorough self study to determine the areas of library work for which computer application is both feasible and needed. This was followed by an extensive review of available literature on successful computer applications in other libraries. As a result, several libraries with similar conditions and requirements were chosen as models. Correspondences with the librarians and the technical staff of these libraries followed and much useful information was received and studiedfl Since no two libraries are ideni The following literature was consulted. The authors correspondences and their generosity

in sharing their experiences is much appreciated. C. Dunlap (1967). Automated acquisitions procedures at the University of Michigan Library. Libr. Resour. tech. Servs 11, 192-202.

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tical in their operations, the system developed in one library does not always fit another without some modification and alteration. With this in mind, we adopted many excellent features of the several operating systems and incorporated them into our own design. There were several basic requirements underlying our design. (1) The systems had to be able to be run at the IBM 1130 computer on an off line, batch process mode. These systems also had to be sufficiently flexible and expandable so that they could be adapted to a larger computer system whenever it becomes available at AIT. (2) The system designed had to be considered as subsystems of a total system which is to be developed as we go along. Therefore, each of the subsystems has to be compatible and be an integral part of the whole. (3) Even within each subsystem, there should be sub-subsystems to facilitate staged implementation in sequence. With the expert assistance and enthusiastic support of Mr Kanchit Malaivongs, the head of AIT's computer laboratory, who also serves as our programmer, the initial design for both the journal listing and control system and the acquisitions and accounting system were completed in December 1968. During the following two months, computer programmes for the two systems were written and tested. In preparation for their implementation, newly designed forms were either ordered or printed and the detailed procedural manuals were prepared. For the journal listing and control system, the work on the conversion of journal records from the existing kardex file to the IBM cards was completed for computer manipulation in May 1969 and the first computer printout of the complete list of journal holdings in the A I T library was issued in June 1969 together with several other by-products. Since September 1970, this system has been expanded to include the estimated 3000 serial publications in the A I T library. A complete list of serial holdings will begin to be issued as soon as the work on the conversion is accomplished. For the acquisitions and accounting system, due to the delay in getting the four-part multiple library order form made from the United States, the system did not actually get started until September 1, 1970. N. C. Morris (1968). Computer based acquisitions system at Texas A&I University. J. Lfbr. Automat. 1, 1-12. I. H. Pizer, D. R. Franz, and E. Brodman (1963). Mechanization of library procedures in the medium-sized medical library: I. The serial record. Bull. reed. Libr. Ass. 51, 313-338. 1v. W. Roper (1968). A computer-based serials control system for a large biomedical library. Am. Docum. 19, 151-157.

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It is now fully operational and the initial result has been quite satisfactory. THE COMPUTER-AIDED JOURNAL CONTROL

LISTING A N D

SYSTEM

This system is designed to provide a broad data base for both the current and non-current journals in the collection. The data to be recorded in the Periodical Input Data Card (see Fig. 1) falls into four categories: (1)

Periodical No. 04500

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F I o. 1. Periodical input data card. Several ne w additions and changes have been made in the past two years of operation. First, new sources have been added; the 7 is for standing order, and the 8 is for exchange. Second, four new subject areas have be e n added. Third, for cata-

logued serial publications, call numbers are included.

title information--including title, location, cross reference if any, publisher, and address; (2) holding information--including the exact holdings, binding decision, and if not retained for permanent collection; (3) subscription information--including the order number, cost, the year the subscription was first placed, source of subscription, frequency, publication pattern, area of interest, language, and country of publication; (4) historical information--including the following types of instance such as: Formerly . . . , Translation o f . . . , Title changed to . . . , Merged with . . . to form . . . , and Ceased publication with . . . The information, some are coded, contained in each of the input data cards is then keypunched onto a set of IBM cards with fixed fields (see

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Fig. 2). Since the holding information for a current periodical is indicated by a hyphen (-) after both the volume number and the corresponding date, no frequent updating of the holding information is necessary. When updating, only the card that contains the particular information needs to be added or replaced, other cards remain unaltered. A new

F I o. 2. T h e keypunched periodical data card set. This consists of four types of card. Each type, except card 3, could have more t h a n one card if necessary.

deck of IBM cards is to be keypunched only when a new periodical is added the first time. These sets of cards can be read into computer to generate the following outputs as needed: (1) to print out journal renewal lists by source; (2) to print out a master journal list by title with holding information, location, sources and historical information (see Fig. 3); (3) to print out other lists as may be desired such as list of abstracting and indexing journals in the library, lists of journal-holding in the library by academic area, by language, or by country of publication, list of journals with volumes now completed that should be collected for binding. This system is intended to be very flexible. It may be expanded to include automatic check-in and other difficult operations in the future

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when an on-line, real-time system becomes available. Until then, the kardex file will be maintained manually to check in new arrivals, to claim for missing issues, and to prepare bindings. An expansion of this system to include the catalogued serial publications which are not listed in the kardex file is now underway. When this PAGE AN $0C OF CIVIL ENGINEERS. TRANSACTIONS V+35I1896) INDEX V * l - S Z (1867-1920I V , 8 3 - 9 9 (1921-34)

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AM SOC OF MECHANICAL ENGINEERSo TRANS* d OF APPLIED MECHANICS (SER+ E) ~FILM V.26-30 (195R-63|~ V+31(1966 ~ ) FORMERLY JOURNAL OF APPLIED MECHANICSo

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Fro. 3. Sample page of the L~t of Journals in the A I T Library.

is accomplished, the library will have at its disposal an all inclusive master serials file in machine-readable form capable of performing a variety of services. In order to keep an actual and up-to-date account of the expendit ures on journal subscriptions and renewals paid and the period each of the subscriptions covered, a fifth card is added to record the following information: status (whether it is a new subscription, a renewal, or an additional charge); date payment processed; length of subscription or renewal (one, two or three years); starting month and year; expiring month and year; or if only a particular volume or year is concerned, number of copies, cost, etc. This card is punched each time when a payment is made for a new subscription, a renewal, or an additional charge.

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MECHANIZATION

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AT AIT

At the end of each month, the cards for that month will be batch processed to record the total expenditures of the month and the accumulation from previous months of the fiscal year. This expenditure combined with expenditures for acquisitions and bindings are stored in the computer to print out the monthly report of library expenditures.

THE

COMPUTER-AIDED ACCOUNTING

ACQUISITIONS

AND

SYSTEM

This system is somewhat more complex than the journal listing and control system. It intends to consolidate the many time consuming manual operations into one streamlined operation assisted by a computer. The essence of the computer-aided acquisitions system is to generate one set of cards for each bibliographic record at the beginning of the ordering process after the request has been searched and verified (see Figs. 4 and 5). Presently there are four basic cards, one each for the author, title,

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FIG. 4. The book request card. This card is designed to be used for the following purposes: (1) as a library book order request to be filled in or typed on by a requester; (2) as a work sllp in the search and verification routine; (3) as a source document for keypunch after it is coded; (4) as a notification to the requester that a requested item has been catalogued or that for the specified reason a requested item is unobtainable. Form code: I, microfilm; 2, microfiche; 3, microcard; 4, m a p ; 5, film; 6, card; 7, slide; 8, photocopy. Type of orders code: A, added copy; N, new addition; R, replacement; S, serial publication.

publishing information, and series, if any. Two updating cards are also keypunched at the same time to provide for the additional inputs which are to be added later. This set of cards is machine-readable and can

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FIG. 5. The keypunched order card set. (a) Four basic cards. (b) Two updating cards. A two-digit subject code by academic areas is added preceding the call number to provide for correct subject grouping of titles in the new titles list.

perform a multiple of tasks required. For example, using this set of cards as an input, it can do the following jobs automatically: (1) print out the multiple order form (MOF) which consists of a purchase order, a vendor report, an accounts slip, and a control slip (see Fig. 6). (2) print out a Book-on-Order List as frequently as desirable including all outstanding orders and in process material.

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M E C t H A N I Z A T I O N AT A I T

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(3) keep a detailed and up-to-date account of encumbrances and expenditures (see Fig. 7). (4) print out a monthly New Titles List after the books are catalogued (see Fig. 8). (5) print out a list of orders which are to be claimed when the order has exceeded the length of time predetermined. A new multiple order form can be printed for use as the first and second claims. (6) keep statistics of the library accessions.

F l a . 6. The multiple order form (MOF).

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BELLMAN~ RICHARD ERNEST ALGORITHM@~ GRAPHS~ & COMPUTERS ACADEMIC PRESS 1970 MATHEMATICS IN SCIENCE & ENGG V,62 T57,83 B4 BILLING@LEY, PATRICK ERGODIC THEORY k INFORMATION JOHN WILEY 1965 WILEY SER IN PROBABILITY S MATHE MATICAL STATISTICS QA26B B5 BLACKWELL~ DAVID THEORY OF GAMES & STATISTICAL DECISIONS JOHN WILEY 1966 2 ED, QA269 B6 BROWN* L M SOLVING PROBLEMS IN DIFFERENTIAL CALCULU@ OLIVER & BOYD 1968 @OLVING PROBLEMS IN MATHEMATICSt NO,I S 6 QA30# B87 BULL* GORDON COMPUTATIONAL METHODS AND ALGOL GEORGE G HARROP & C 1966 ENGINEERING SCIENCE MONOGRAPHS~ NO,8 QA297 BB3 CARROLL, ROBERT WAYNE ABSTRACT METHODS IN PARTIAL D I F " FERENTIAL EQUATIONS HARPER @ ROW 1969 HARPER*5 $ER IN MODERN MATHEMATIC@ QA3T7 C33 COHEN* JACOB WILLEM SINGLE @ERVER QUEUE NORTH HOLLAND PUB, 1969 NORTH-HOLLAND SER IN APPLIED MATHEMATICS & MECHANICS* V,B QA273 C723

267

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DAVIDt FLORENCE NIGHTINGALE RESEARCH PAPERS IN @TATISTICS FESTSCHRIFT FOR J NEYMAN ~OHN WILEY'& SON 1966 QA276 D33 DAVIDI HERBERR ARON METHOD OF PAIRED COMPARISONS CHARLES GRIFFIN & 1969 G R I F F I N t S STATISTICAL MONOGRAPHS & COURSES* N0612 QA273 D3Z DEPREEo JOHN D ELEMENTS OF COMPLEX ANALYSIS ADDISON-WESLEY PUB 1989 QA255 D# DEVINATZ~ ALLEN ADVANCED CALCULUS HOLT QA303 D48

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FIG. 8. A sample page of the m o n t h l y n e w titles list.

A complete flowchart for the acquisitions and accounting system is shown in Fig. 9. When an ordered item arrives, a first updating card with receiving date and actual cost is keypunched to update the previously stored information. If for some reasons the order is cancelled, the updating card can also delete the previous record in the file and adjust the account. Once the book is catalogued, a second updating card with the call number is keypunched to update the record in storage. A monthly new

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titles list with full bibliographic information will be printed out for distribution. When a larger computer system becomes available in the future, the sets of IBM cards including the updating cards will be read onto magnetic tape or disk to form the data base for storage and retrieval of bibliographic information, and for publication of book catalogues and subject bibliographies. An extension of the present system to print out labels for use in the book card, book pocket, as well as the span of the book will be planned soon to simplify the processing work. ADVANTAGES

GAINED

FROM

THE

COMPUTER

APPLICATIONS

Despite the simple nature of these two computer applications and in spite of the fact that they are still to be improved and refined, several positive results have been accomplished: (1) they enable the library to streamline its work flow, standardize its work procedure, and thereby not only greatly speed up its operation but also increase the accuracy of the work performed; (2) they help to reduce the repeating, drudgery and time-consuming operations in typing, record keeping, and accounting thereby enabling the effective utilization of staff time; (3) they enable the library to make its collection of journals and books more readily available through the frequent issuance of journal holding lists, new titles lists,book catalogues, etc. in various formats and arrangements to meet the varying needs of the users; (4) the data-manipulation characteristics of the computer enables the automatic accumulation of management data (statistics) previously ignored because of the labour required to accumulate them; (5) they provide the best training opportunity to the library staff in learning about computer applications and data processing techniques and help them to gain confidence in the use of the computer in library work. As far as the cost of using a computer as in our case is concerned, since both the computer time and programming staff are made available to the library without extra cost to the Institute, the two systems implemented have not resulted in an increase in operating costs to the library. The expenses incurred for the printing of special forms do not differ much from the previous expenditure for such items when forms were also required for manual operations. FUTURE

P L A N S IN C O M P U T E R

APPLICATIONS

Future plans for computer applications at the A I T library will be in the higher order. Investigation will soon begin to study the possibility of

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obtaining the MARC (Machine-Readable Cataloguing) magnetic tapes of the Library of Congress for use in book selection, acquisition, cataloguing, SDI (selective dissemination of information) service, etc. This computer application, if it can be implemented, will be made available to other libraries in Thailand as well as the national documentation centres in the countries of Southeast Asia on a cost sharing basis to reduce the unit cost of such operation to a minimum. Because of the critical high cost in indexing and abstracting of scientific and technical journals, proceedings, and other publications, the library intends to utilize the existing indexing and abstracting services available in machine-readable form as the major input of its data base and to supplement it by its own selected bibliographic data catalogued and indexed from its own collections. Following are the several widely known bibliographic data sources now available in magnetic tapes which can be obtained either by subscription or by special arrangement. (1) Chemical Abstracts Condensates (consists of 375,000 items since 1968; current growth rate is at 5000 items per month). (2) Engineering Index Compendex (6000 items each month beginning with January 1970). (3) The HRIS (Highway Research Information Service) data file (with over 25,000 items on tapes and with the addition of 10,000 new items annually). (4) The MEDLARS (Medical Literature Analysis and Retrieval System) data file (contained about 1,300,000 items published since 1963; current growth rate is at 200,000 items annually). (5) Metals Abstracts (120,000 items since 1966; current growth rate is at 1900 per month). (6) National Agricultural Library's CAIN (Cataloguing and Indexing) data tapes (10,000 records each month beginning with January 1970). (7) The NASA (National Aeronautics and Space Administration) Scientific and Technical Information Collection (600,000 items since 1962; current growth rate at 6000 items per month). With these data sources available plus others which may be developed later and supplemented by the AIT library's own input, a variety of information and bibliographic services may be made possible to the region. Having access to such a pool of massive data bases at AIT is a necessity if the AIT library is truly to function as a regional information centre for science and technology in Southeast Asia. By means of modern telecommunication facilities now generally available in the region, coupled with the recent advancement in the information-processing

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technology, effective and rapid information transfer is now possible to facilitate the free flow of scientific and technical knowledge among the countries in this region. In co-operation with national documentation centres in various countries, a regional information network could be established, a concept which has been given particular encouragement by UNESCO and by other international organizations such as the International Council of Scientific Union (ICSU) and the International Federation for Documentation (FID).I 1 Conference on the Application of Science and Technology to the Development of Asia, New Delhi, 9-20 August 1968 (1969). Final Report. Part I: Conclusions and Recommendations. Paris: UNESCO.