- Email: [email protected]
Systems design in library and information services: The Czechoslovak experience
Znt. Libr. Rev. (1975)
7, 461467
Systems Design in Library and Information Services: the Czechoslovak Experience J. LAMBERT*
The library and information system (further LIS) can be defined as an organized whole with a definite organizational structure and objectives and which consists of a set of parts (individual information activities) and elements (means of information transfer) that have definite characteristics and that are in specific relations to each other. The individual parts and elements together with their characteristics and relations form the internal organizational structure of an information system. A parallel can be drawn between a network of LIS and a single institution. Such an institution can be defined as a system of relations between at least two of the parts of the whole and the whole itself; the whole has some objectives and it is able to determine them. The parts and elements of the whole take part in the process of helping to fulfil these objectives. The functions of the individual parts of the organized whole are, on the other hand, specific to the parts only. In the case of LIS they are acquisition, processing of documents and dissemination of information, to name the main ones. If we are, for example, talking about the building of a unified national LIS we must understand it as a process of harmonization of these functions which is a supplementary process to the main goals of the LIS of that country. Systems analysis is one of the methods of looking at the relationships between individual parts and elements of the system and also between the elements and the system. Information system functions as a communication process happening between the origin of information, and the user. In practice it begins with origination of information, or creation of the document containing the information, and goes on to acquiring and collecting the documents, processing and storing them and finally disseminating them to the user. Using the systems analysis we can view the individual parts of information system as the above-mentioned activities, i.e. the process of acquisition, processing and dissemination of * 6Q Grove
End
House,
Grove
End
Road,
London
NW8
9HS.
462
J.
LAMBERT
information, and the individual elements as catalogues, computers, or other means of processing the information, various types of documents, types of users, etc. The most important relations between the abovementioned parts and elements of the system are the relations between the documents and the means of processing them and the relations between the documents and their users. Apart from these relations the relationships between the information scientists or librarians and the user are of great importance too. LIS is a complex ecosystem in itself but it is also part of a wider system. It cannot be considered as a closed system, but an open one in constant interrelations with its environment. It exists in a certain environment which in turn influences that information system. The environment of the system consists of a number of variables, that can cause a change in the state of the system. To give some examples of the interaction between LIS and the environment. The information system working in a machine industry establishment acquires, processes and disseminates information essential for that establishment. The demands of such an establishment determine the structure and qualifications of its working members, their information demands are determined by the production plan. The information ability of a technical library working in a certain region is influenced by the structure of the industry, specialization of schools in the region, culture and living conditions of that region. We can say that LIS as every system and subsystem of modern society is maintained and developed through the means of acquiring, processing and using the information and the mechanism of its transfer affects the existence and development of the whole society. The wider the circle of users and the greater and more variable motivation and demands of the users, the greater the application of the information. As recent studies have shown 1, 2, s the method of systems analysis can find a further application in the examination of the relations between LIS and the environment. Wiesenbergera has arrived at four types of information system defined according to the extent of the influence they have on a certain region and within a special subject field. They are : (1) International information system (system of exchange of documents and specialist experience among nations). 1 J. Blahota (1974). Modelovzinf v informatice. ~edodovenskd Infownatika, 16, 143. s I. Wiesenberger (1973). Charakteristika informahiho prostfedl. Ceskoslovemkd informutika, 15, 20. s I. Wiesenberger (1969). Rozbor informalinl. Einnosti pomoci syst&movC analfzy. Tech. Knihvvna, 13,262. 4 ibid. p. 266.
ST1
IN
463
CZECHOSLOVAKIA
(2) National information system (systemof exchange of documents and specialist experience witbin the country). (3) Information systemswithin individual subject field (exchange among nations as well as within one country possible). (4) Information system within individual industrial or research organization or any social organization. Information
is originated
in the information
environment,
i.e. the
output of the information environment is the input into the information system. There are various types of information that create the input into an information system. The Czechoslovak Information System has in theory been worked out in great detail and for this reason I would like to use it to illustrate some of the points. According to the type of information the Czechoslovak Information System has formally been divided into three information subsystems, of which Scientific and Technical Information System (further ST1 system) is only one part. First of the other two information subsystems is the Socio-Economic Information system (further SE1 system)supplying information to the other two systems as far as the past and present economic development of the country is concerned. Its subject fields are: statistics, accountancy, budgeting, book-keeping, etc. The second subsystem, the Management and Administration Information system (MA1 system), the basis of which consists of information about prognosis of future economic development supplies the SE1 and ST1 systems with information on economic planning, methods of planning, state budgeting and it plays a great role in determining the economic policies of the country. These three information systems of Czechoslovakia do not develop in isolation. They have definite relations to each other, their objectives are complementary to each other and they are mutually inter-linked. ST1 system in Czechoslovakia is further divided into two subsystems (see Fig. 1). The system of ST1 in Czechoslovakia is based on the principle of co-ordinated decentralization. Its structure is hierarchical: its central information centres are the two known as the Centre of Scientific, TechScientific and Technical Information System in Czechoslovakia
FIG. 1. ST1 System
in Czechoslovakia.
464
J.
LAMBERT
nical and Economic Information in Prague and Bratislava. The network of information organizations includes, first, disciplinary information centres (DIS) of one in each subject discipline or for each industrial “resort”. There are about 25 of DIS situated either in Bohemia or Slovakia with the authority in their particular fields over the whole country. Second, there are approximately 150 branch information centres (BIC) for many important branches of science and industry. Third, there are primary (or local) information centres (PIC). This network comprises centres in the institutions of the Academy of Science and universities, as well as scientific and special libraries covering all fields of natural sciences. technology, agriculture, medicine, social sciences education, law and other subjects. This network has been developed in this form since 1959 when it got its firm legislative ground in the form of the Governmental Decree No. 606/1959. The library system of Czechoslovakia has, however, developed independently of the ST1 system. It has had a much longer tradition and was first united into an organized network after the Act of 1959. In that year a mistake was made in the sense that it had not been foreseen that the two subsystems should be developed into one mutually integrated system. As the result of years of separate development, the co-operation between the two systems is now inadequate. The situation is made even more complicated by the fact that according to the Act of 1959, two parallel library networks have been built-one in Slovakia, one in Bohemia and Moravia-with very little co-operative effort being shown between the two. The integration of the ST1 system and the library system is one of the objectives of the current five-year plan of the Czechoslovak State Information Policy of 197 l-75. When examined from the point of view of system analysis, it is difficult to draw a line between libraries and information centres. The input information of the ST1 system is, first, the traditional documents (books, journals, special literature) and, second, data. It is characteristic for libraries, however, that their input consists mainly of primary and secondary documents. In Czechoslovakia, some special libraries are directly afhliated with ST1 centres and, vice versa, there are information units with good technical libraries. According to the purpose the libraries serve, they include a certain sphere of cultural, political, scientific and technical information. As Vejsovii points out, if the situation is to be in balance on a national 1 A. Vejsova (1970) K problCmGm knihovn&m. Tech. Knihouna, 14, 108.
v$tavby
infornddch
syst6md
s urEitjrm
detelem
ke
ST1
IN
CZECHOSLOVAKIA
465
scale, the ST1 system and libraries should be in the proportion as shown inFig. 2. The section L + ST1 includes libraries that are a part of the ST1 centre, as well as activities of general scientific libraries in the sphere of
FIG.
2. Correct proportion
of ST1 system and libraries.
science and technology. It is important that the individual elements of the section L + ST1 were arranged in correct relations in regard to the type of information carried, the subject contents and the region through which the information is being transported. The elements, i.e. various information institutions or libraries must be arranged so that the journey between the origin of information and the user was the shortest and the duplication in the processing of information was minimal. It can be said that with regard to the environment these elements of L + ST1 section occur at certain levels, i.e. factory, branch of industry, region, etc. If we look at the information system from this aspect and some other ones, i.e. user’s interests influenced by environment, kind of information according to the subject field and type etc., we find three areas in which co-operation between information institutions may take place : (1) Group of information institutions in one branch of industry, one subject field, e.g. machine industry, agriculture, etc. From the point of view of subject matter they deal with similar problems but as far as the type of institution is concerned, great variety occurs. DIC, BIC, PIC, special libraries, university or college libraries, public libraries specializing in the subject field, etc. (2) Information institutions of the same type, e.g. university libraries and large scientific libraries in various subject fields. Much has been done in this field of co-operation. On the other hand, very little has been done in the sphere of co-operation between information institutions of other kinds, say branch information centres of various industries, or those operating in various scientific fields. (3) Information institutions of various types-university library, factory information centre, etc.-and various subject orientation working in the same area or region.
With regard to the third kind of situation, the strict vertical structure of the Czechoslovak information system little opportunities for the co-operation along horizontal regional or local level. It has recently been felt that similar institutions and libraries of the same region have very little
hierarchical has left very lines, at the information contact with
466
J. LAMBERT
one another. Therefore new ways of improving the situation have been examined within the current State Information Policy Plan and one of them is the possibility of forming regional centres that would link individual branches of industry within the region and fulfil information requirements of the region as a whole. There are three such experimental regional centres being developed in Czechoslovakia at the moment of writing. Their work will not interfere with the established “resort” and branch affiliation of individual information institutions. Their work will be somewhat similar to the work of English regional and local schemes of co-operation, the regional centre being a sort of liasion agent for the region. The emphasis is on the building of union catalogues and methodological activities within the region. The functions of national libraries or large universal central libraries cut across various information spheres. In order to fulfil their functions in the field of STI, it is essential for them to have these functions specifically defined and their relations to other institutions determined. For example, if the main demand on ST1 is the speed with which to locate the place of the document containing the requested information, the main task of the central information institution or the central library is to build union catalogues based on such a system that would fulfil this particular demand. BIBLIOGRAPHY Blahota, J. (1974). Modelovti v informatice (The use of models in informatics). &skoslomsk& Informatika, 16, 143. Cigtik, M. (1973). Z&lad& problCmy rozvoje slistavy vednjrch informacii (Basic problems in the development of a scientific information system). ceskoslovenskdInformutiku, 15, (4), 1. Foskett, D. J. (1972). Information and general system theory. J. Librarianship, 4,205. Foskett, D. J. (1974). Information and systems philosophy. J. LibrarianshijJ, 6, 126. Holroyd, G. (Ed.) (1974). Studies in Library Management. Vol. 2, Ch. 1, p. 10. London: Bingley. Kraus, D. H., Zunde, P. and Slamecka, V. (1972). National Information Systems in Bulgaria, C.&wslovakia, Hungary, Poland, Romania and Yugoslavia. Pp. 87-l 02. Massachussetts Institute of Technology. Sills, D. L. (Ed.) (1968). International Emyclopaedia of Social Scimes. Vol. 15, p. 456. London : Macmillan. &efunik, V. (1972). NiektorC otdzky dlilgfho rozvoja a integrkie informaEnCho systCmu (Some problems of further development and integration of the information system). &utel; 21, 41. UNESCO (1973). Study on .National Structures for Documentation and Library Services in Countries with Dt@ent Levels of Deve&wnent. . . . Pp. 30-31. Paris: UNESCO. Vejsovb, A. (1970). K probl&n&n *stavby informa&Gh systkrnh s tiitjm Getelem ke l&how&m (The building of information systems with regard to libraries). Tech. Knihovna, 14, 108.
ST1
IN
CZECHOSLOVAKIA
467
Vohry, J. (197 1). The development of scientific and technological information in the Czechoslovak Socialist Republic. Typescript. Prague : COSTEI. Wiesenberger, I. (1969). Rozbor informaZnf Einnosti pomoci q&move analyzy. (An analysis of information activities through the use of systems analysis). Tech. Knihom, 13,262. Wiesenberger, I. (1972). An&&u informnlnfch SyAnrJ (An analysis of information systems). Prague: Svoboda. Wiesenberger, I. (1973). Charakteristika informaMho prost?edf (Characteristics of the information environment). &skoslovemk~ Informatika, 15, (6), 20. iatkuliak, J. G. (1973). Informacie v modernej spololinosti (Information in modern society). Citatel; 22, 121.
7, 461467
Systems Design in Library and Information Services: the Czechoslovak Experience J. LAMBERT*
The library and information system (further LIS) can be defined as an organized whole with a definite organizational structure and objectives and which consists of a set of parts (individual information activities) and elements (means of information transfer) that have definite characteristics and that are in specific relations to each other. The individual parts and elements together with their characteristics and relations form the internal organizational structure of an information system. A parallel can be drawn between a network of LIS and a single institution. Such an institution can be defined as a system of relations between at least two of the parts of the whole and the whole itself; the whole has some objectives and it is able to determine them. The parts and elements of the whole take part in the process of helping to fulfil these objectives. The functions of the individual parts of the organized whole are, on the other hand, specific to the parts only. In the case of LIS they are acquisition, processing of documents and dissemination of information, to name the main ones. If we are, for example, talking about the building of a unified national LIS we must understand it as a process of harmonization of these functions which is a supplementary process to the main goals of the LIS of that country. Systems analysis is one of the methods of looking at the relationships between individual parts and elements of the system and also between the elements and the system. Information system functions as a communication process happening between the origin of information, and the user. In practice it begins with origination of information, or creation of the document containing the information, and goes on to acquiring and collecting the documents, processing and storing them and finally disseminating them to the user. Using the systems analysis we can view the individual parts of information system as the above-mentioned activities, i.e. the process of acquisition, processing and dissemination of * 6Q Grove
End
House,
Grove
End
Road,
London
NW8
9HS.
462
J.
LAMBERT
information, and the individual elements as catalogues, computers, or other means of processing the information, various types of documents, types of users, etc. The most important relations between the abovementioned parts and elements of the system are the relations between the documents and the means of processing them and the relations between the documents and their users. Apart from these relations the relationships between the information scientists or librarians and the user are of great importance too. LIS is a complex ecosystem in itself but it is also part of a wider system. It cannot be considered as a closed system, but an open one in constant interrelations with its environment. It exists in a certain environment which in turn influences that information system. The environment of the system consists of a number of variables, that can cause a change in the state of the system. To give some examples of the interaction between LIS and the environment. The information system working in a machine industry establishment acquires, processes and disseminates information essential for that establishment. The demands of such an establishment determine the structure and qualifications of its working members, their information demands are determined by the production plan. The information ability of a technical library working in a certain region is influenced by the structure of the industry, specialization of schools in the region, culture and living conditions of that region. We can say that LIS as every system and subsystem of modern society is maintained and developed through the means of acquiring, processing and using the information and the mechanism of its transfer affects the existence and development of the whole society. The wider the circle of users and the greater and more variable motivation and demands of the users, the greater the application of the information. As recent studies have shown 1, 2, s the method of systems analysis can find a further application in the examination of the relations between LIS and the environment. Wiesenbergera has arrived at four types of information system defined according to the extent of the influence they have on a certain region and within a special subject field. They are : (1) International information system (system of exchange of documents and specialist experience among nations). 1 J. Blahota (1974). Modelovzinf v informatice. ~edodovenskd Infownatika, 16, 143. s I. Wiesenberger (1973). Charakteristika informahiho prostfedl. Ceskoslovemkd informutika, 15, 20. s I. Wiesenberger (1969). Rozbor informalinl. Einnosti pomoci syst&movC analfzy. Tech. Knihvvna, 13,262. 4 ibid. p. 266.
ST1
IN
463
CZECHOSLOVAKIA
(2) National information system (systemof exchange of documents and specialist experience witbin the country). (3) Information systemswithin individual subject field (exchange among nations as well as within one country possible). (4) Information system within individual industrial or research organization or any social organization. Information
is originated
in the information
environment,
i.e. the
output of the information environment is the input into the information system. There are various types of information that create the input into an information system. The Czechoslovak Information System has in theory been worked out in great detail and for this reason I would like to use it to illustrate some of the points. According to the type of information the Czechoslovak Information System has formally been divided into three information subsystems, of which Scientific and Technical Information System (further ST1 system) is only one part. First of the other two information subsystems is the Socio-Economic Information system (further SE1 system)supplying information to the other two systems as far as the past and present economic development of the country is concerned. Its subject fields are: statistics, accountancy, budgeting, book-keeping, etc. The second subsystem, the Management and Administration Information system (MA1 system), the basis of which consists of information about prognosis of future economic development supplies the SE1 and ST1 systems with information on economic planning, methods of planning, state budgeting and it plays a great role in determining the economic policies of the country. These three information systems of Czechoslovakia do not develop in isolation. They have definite relations to each other, their objectives are complementary to each other and they are mutually inter-linked. ST1 system in Czechoslovakia is further divided into two subsystems (see Fig. 1). The system of ST1 in Czechoslovakia is based on the principle of co-ordinated decentralization. Its structure is hierarchical: its central information centres are the two known as the Centre of Scientific, TechScientific and Technical Information System in Czechoslovakia
FIG. 1. ST1 System
in Czechoslovakia.
464
J.
LAMBERT
nical and Economic Information in Prague and Bratislava. The network of information organizations includes, first, disciplinary information centres (DIS) of one in each subject discipline or for each industrial “resort”. There are about 25 of DIS situated either in Bohemia or Slovakia with the authority in their particular fields over the whole country. Second, there are approximately 150 branch information centres (BIC) for many important branches of science and industry. Third, there are primary (or local) information centres (PIC). This network comprises centres in the institutions of the Academy of Science and universities, as well as scientific and special libraries covering all fields of natural sciences. technology, agriculture, medicine, social sciences education, law and other subjects. This network has been developed in this form since 1959 when it got its firm legislative ground in the form of the Governmental Decree No. 606/1959. The library system of Czechoslovakia has, however, developed independently of the ST1 system. It has had a much longer tradition and was first united into an organized network after the Act of 1959. In that year a mistake was made in the sense that it had not been foreseen that the two subsystems should be developed into one mutually integrated system. As the result of years of separate development, the co-operation between the two systems is now inadequate. The situation is made even more complicated by the fact that according to the Act of 1959, two parallel library networks have been built-one in Slovakia, one in Bohemia and Moravia-with very little co-operative effort being shown between the two. The integration of the ST1 system and the library system is one of the objectives of the current five-year plan of the Czechoslovak State Information Policy of 197 l-75. When examined from the point of view of system analysis, it is difficult to draw a line between libraries and information centres. The input information of the ST1 system is, first, the traditional documents (books, journals, special literature) and, second, data. It is characteristic for libraries, however, that their input consists mainly of primary and secondary documents. In Czechoslovakia, some special libraries are directly afhliated with ST1 centres and, vice versa, there are information units with good technical libraries. According to the purpose the libraries serve, they include a certain sphere of cultural, political, scientific and technical information. As Vejsovii points out, if the situation is to be in balance on a national 1 A. Vejsova (1970) K problCmGm knihovn&m. Tech. Knihouna, 14, 108.
v$tavby
infornddch
syst6md
s urEitjrm
detelem
ke
ST1
IN
CZECHOSLOVAKIA
465
scale, the ST1 system and libraries should be in the proportion as shown inFig. 2. The section L + ST1 includes libraries that are a part of the ST1 centre, as well as activities of general scientific libraries in the sphere of
FIG.
2. Correct proportion
of ST1 system and libraries.
science and technology. It is important that the individual elements of the section L + ST1 were arranged in correct relations in regard to the type of information carried, the subject contents and the region through which the information is being transported. The elements, i.e. various information institutions or libraries must be arranged so that the journey between the origin of information and the user was the shortest and the duplication in the processing of information was minimal. It can be said that with regard to the environment these elements of L + ST1 section occur at certain levels, i.e. factory, branch of industry, region, etc. If we look at the information system from this aspect and some other ones, i.e. user’s interests influenced by environment, kind of information according to the subject field and type etc., we find three areas in which co-operation between information institutions may take place : (1) Group of information institutions in one branch of industry, one subject field, e.g. machine industry, agriculture, etc. From the point of view of subject matter they deal with similar problems but as far as the type of institution is concerned, great variety occurs. DIC, BIC, PIC, special libraries, university or college libraries, public libraries specializing in the subject field, etc. (2) Information institutions of the same type, e.g. university libraries and large scientific libraries in various subject fields. Much has been done in this field of co-operation. On the other hand, very little has been done in the sphere of co-operation between information institutions of other kinds, say branch information centres of various industries, or those operating in various scientific fields. (3) Information institutions of various types-university library, factory information centre, etc.-and various subject orientation working in the same area or region.
With regard to the third kind of situation, the strict vertical structure of the Czechoslovak information system little opportunities for the co-operation along horizontal regional or local level. It has recently been felt that similar institutions and libraries of the same region have very little
hierarchical has left very lines, at the information contact with
466
J. LAMBERT
one another. Therefore new ways of improving the situation have been examined within the current State Information Policy Plan and one of them is the possibility of forming regional centres that would link individual branches of industry within the region and fulfil information requirements of the region as a whole. There are three such experimental regional centres being developed in Czechoslovakia at the moment of writing. Their work will not interfere with the established “resort” and branch affiliation of individual information institutions. Their work will be somewhat similar to the work of English regional and local schemes of co-operation, the regional centre being a sort of liasion agent for the region. The emphasis is on the building of union catalogues and methodological activities within the region. The functions of national libraries or large universal central libraries cut across various information spheres. In order to fulfil their functions in the field of STI, it is essential for them to have these functions specifically defined and their relations to other institutions determined. For example, if the main demand on ST1 is the speed with which to locate the place of the document containing the requested information, the main task of the central information institution or the central library is to build union catalogues based on such a system that would fulfil this particular demand. BIBLIOGRAPHY Blahota, J. (1974). Modelovti v informatice (The use of models in informatics). &skoslomsk& Informatika, 16, 143. Cigtik, M. (1973). Z&lad& problCmy rozvoje slistavy vednjrch informacii (Basic problems in the development of a scientific information system). ceskoslovenskdInformutiku, 15, (4), 1. Foskett, D. J. (1972). Information and general system theory. J. Librarianship, 4,205. Foskett, D. J. (1974). Information and systems philosophy. J. LibrarianshijJ, 6, 126. Holroyd, G. (Ed.) (1974). Studies in Library Management. Vol. 2, Ch. 1, p. 10. London: Bingley. Kraus, D. H., Zunde, P. and Slamecka, V. (1972). National Information Systems in Bulgaria, C.&wslovakia, Hungary, Poland, Romania and Yugoslavia. Pp. 87-l 02. Massachussetts Institute of Technology. Sills, D. L. (Ed.) (1968). International Emyclopaedia of Social Scimes. Vol. 15, p. 456. London : Macmillan. &efunik, V. (1972). NiektorC otdzky dlilgfho rozvoja a integrkie informaEnCho systCmu (Some problems of further development and integration of the information system). &utel; 21, 41. UNESCO (1973). Study on .National Structures for Documentation and Library Services in Countries with Dt@ent Levels of Deve&wnent. . . . Pp. 30-31. Paris: UNESCO. Vejsovb, A. (1970). K probl&n&n *stavby informa&Gh systkrnh s tiitjm Getelem ke l&how&m (The building of information systems with regard to libraries). Tech. Knihovna, 14, 108.
ST1
IN
CZECHOSLOVAKIA
467
Vohry, J. (197 1). The development of scientific and technological information in the Czechoslovak Socialist Republic. Typescript. Prague : COSTEI. Wiesenberger, I. (1969). Rozbor informaZnf Einnosti pomoci q&move analyzy. (An analysis of information activities through the use of systems analysis). Tech. Knihom, 13,262. Wiesenberger, I. (1972). An&&u informnlnfch SyAnrJ (An analysis of information systems). Prague: Svoboda. Wiesenberger, I. (1973). Charakteristika informaMho prost?edf (Characteristics of the information environment). &skoslovemk~ Informatika, 15, (6), 20. iatkuliak, J. G. (1973). Informacie v modernej spololinosti (Information in modern society). Citatel; 22, 121.