Restricted Technical Report PP/1981-1983/5/10.1/05 MALAYSIA

Participation in the activities of M e m b e r States in the field of information

Automation of the National Library

by Michael Sherwood

Serial N o . F M R / P G I / 8 4 / 1 7 4

United Nations Educational, Scientific and Cultural Organization

Paris, 1984

MALAYSIA

AUTOMATION OF THE NATIONAL LIBRARY

by Michael Sherwood

Report prepared for the Government of Malaysia by the United Nations Educational, Scientific and Cultural Organization (Unesco)

U N E S C O

Technical Report PP/1981-1983/5/10.1/05 FMR/PGI/84/174(Sherwood) 30 November 1984 O Unesco 1984 Printed in France

(i)

Preface

The mission described in the present report was carried out from 14 November to 13 December 1983 at the request of the Government of Malaysia, and was funded by Unesco under its participation programme for 1981-1983.

The purpose of the mission was, in close co-operation with the government authorities, to:>

(a) Study, within the total framework of library development in the country, the various activities, processes and services of the National Library and define those that merit computerization.

(b) Recommend the various options to the National Library in effecting the above, specifying hardware and software systems and costs, these options to include :

(i) the use of host main-frame/minicomputers installed in public sectors;

(ii) its installation, within the National Library itself.

(c) Examine the technological requirements for the National Library to take over the role of co-ordinating centre for the MALMARC System with reference to hardware /software implications.

(ü)

SUMMARY OF THE REPORT

Most problems of the present system (e.g. duplicate checking, maintaining statistics and record updating) arise because data have to be duplicated for people to use them. Each user keeps different versions of those data and has few relationships with other users. In the activities of acquisitions, cataloguing, and indexing there are 27 files of sets and subsets of essentially the same data. The speed with which data flow through the system is very slow and is conditioned by this constant duplication. The batch mode of a computer facility in Pinang has further slowed down this process by adding the dimension of distance and by causing even more duplication of data.

The other problem area is in staffing, in that the present establishment cannot cope with the volume of work in such tasks as newspaper indexing, circulation filing and union catalogue card filing. The second and third of these examples are prime candidates for data processing.

The solution is for a single central data base with multiple, interactive access. However, maintenance of such a data base manually would be impossible. It must be computerized, otherwise the multiplicity of access points required would defeat an army of filing clerks. Having created a single data base, the staff involved in its use and maintenance need to get at it - from different physical locations whenever they need to. In computer terms, this means that the system must allow for remote (from the data base) conversational access i.e. terminals are required. At least twelve terminals are required, and preferably more.

The National Library presently holds about 150,000 titles. In a data base, these would require at least 250 Megabytes (250,000,000 characters) of storage. It is probable that over 1/2 million characters per day will be transmitted to and/or from the computer via terminals, mainly in the form of inquiries. This figure would increase as users get familiar with the system.

Such a volume of data processing completely rules out the use of microcomputers, and the amount of terminal activity would be too much for present communications (telephone) systems. Although the National Library should begin its operations on some other machine the above considerations would require the installation of its own machine before very long. The proposed plan sees this as being within four years.

(iii)

The National Library's computer facility initially should compose the following configuration:

CPU with at least 1 Mb main memory 2 600 Mb disk drives, preferably more 2 tape drives: 1 x 1,600 bpi and 1 x 6,250 bpi 1 line printer 14 visual display terminals 4 dot matrix printers 1 high quality printer 1 remote communications controller 1 operators console

At present-day prices, the above configuration would be in the order of M $1,000,000. In four years' time more hardware will be acquired for that one million dollars, particularly disk storage and main memory.

Hardware.maintenance is a financial commitment that must be remembered. Maintenance charges vary according to the type of equipment, but are usually 10 to 15 per cent of the purchase price per year, i.e., a M $1,000,000 system would require M $100,000 - $150,000 p.a. for maintenance. It is not advisable to avoid such a maintenance contract.

The availability of software, and its necessary hardware, is such that the National Library should consider using either IBM's DOBIS or a combination of VTLS and MINISIS. The choice would depend very much on the availability of a host machine until the National Library can acquire its own.

The five-year work plan envisages a progression through the following applications:

Indexing Malaysian national bibliography Cataloguing Acquisitions Circulation MALMARC

Provision of two full-time staff for systems work is a prerequisite for the proposed plan. Automation cannot be achieved on an ad hoc basis, but must be carefully planned and co-ordinated.

(iv)

SUMMARY OF RECOMMENDATIONS

The first step must be the selection and allocation of two staff to the project. The primary person should be:

(i) employed full-time on systems development work

(ii) responsible directly to the Deputy Director-General of-the National Library

(iii) initially at the level of Senior Librarian, with a later rise to Assistant Director (Systems).

A prospective programmer should be identified from amongst existing staff and sent for one year's training.

Planning of the first application should not commence until the level of resource allocation is known. In this regard it is important that a host computer centre be identified and an agreement drawn up.

The National Library should not wait until it acquires its own main­frame before embarking upon the proposed plan.

A detailed comparison should be made of the Virginia Tech. Library System and DOBIS/Leuven.

The first application to be put on the host system should be the newspaper index.

The beginning of the second year should see the return of the programmer from training and the setting up of the periodicals index.

Preparation of final copy for printing should be done on high quality equipment. This should be mentioned in negotiations with the host site.

At the beginning of the second year it would be preferable for the National Library to acquire an expert secondée to assist with further developments.

The third application should be that of the Malaysian National Bibliography.

The end of the second/start of third year should see the planning of the full cataloguing system.

It is recommended that the existing system of requesting records from USM be left as is until implementation of the full cataloguing system.

The Union Catalogue of Monographs on cards should be abandoned.

(v)

Automation of acquisitions should be left until after cataloguing.

The National Library's computer facility initially should compose the following configuration:

CPU with at least 1 Mb main memory 2 600 Mb disk drives, preferably more 2 tape drives: 1 x 1,600 bpi and 1 x 6,250 bpi 1 line printer 14 visual display terminals 4 dot matrix printers 1 high quality printer 1 remote communications controller 1 operators console

The circulation system should not be implemented until the National Library acquires its own machine.

It may be more sensible to abandon the reservation system while circulation is still manual.

MALMARC is best left until the National Library has its own machine.

It is recommended that the National Library initiate moves to determine the desirability of a national bibliographic network.

(vi)

TABLE OF CONTENTS

Page

Pre face ( i )

Summary of the report (ii)

Summary of recommendations (iv)

I. MAIN FINDINGS 1

Acquisitions 1

Legal deposit 2

Cataloging 2

Bibliography and indexing division 3

Lending division 5

Re f erence 6

Administration, planning, development and training 7

II . CONCLUSION 7

III. RECOMMENDATIONS 8

APPENDIX A : A proposal for a partnership between the National

Library of Malaysia and IBM (Malaysia) Corporation.... 25

APPENDIX B: A proposal for a partnership programme between the

National Library of Malaysia and Hewlett Packard

(M) Sdn, Bhd 28

APPENDIX C: List of persons, visits and meetings 31

Figures:

1 - Main data flows in the National Library of Malaysia 33

2 - Required data bases of the National Library 34

3 - Main data flows within the National Library system 35

I. MAIN FINDINGS

1. This section outlines the main findings of the Systems Analysis of the National Library's operations. It covers only the problem areas and makes little mention of other facets.

Acquisitions

2. The main problem is that of duplicate checking during processing of an order. Presently this involves the checking of five files:

On order file

In process file

Temporary shelf list

Card catalogue

Microfiche catalogue

of which the last three are on a separate floor from ordering.

3. The microfiche catalogue is often two to three months behind on arrival, and must also be supplemented by print-outs. At the time of the analysis, there was no fiche reader in Acquisitions. Provision of one in December 1983 reduced some of the inter-floor travelling by the staff.

4. Serials acquisitions suffer the problems of checking for missing issues, checking of KIV, cancelled, defunct, new and standby titles, and renewal of subscriptions. In all cases the effort required to identify where action is required is too great for the staff available. A routine procedure such as this is a prime candidate for automation. However, serials check-in is not an easy system to programme. The subscription renewal problem consists of two parts - (i) knowing when a title needs renewal and (ii) getting it paid for. The second part meets considerable delays through processing at the Accountant General's Department, and within the Administration Division of the National Library.

5. The Acquisitions Division keeps very detailed statistics of materials received and subject-areas represented, in addition to a detailed breakdown for budgeting purposes. Such record-keeping unfortunately requires staff time - as much as four person days per month. Automation would bring a welcome reduction in the time required to compute such figures.

6. The Acquisitions Division staff presently comprises 26 people out of an establishment of 50. None has any experience of automation, with the exception of the head who undertook a one-week introductory course.

7. The Gift, Exchange and Repository Unit has a similar set of records for checking purposes, the most difficult to maintain being the temporary file of titles. The problems of Acquisitions apply also to this unit.

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Legal deposit

8. The Legal Deposit section, although part of Acquisitions, functions as a separate entity and is therefore treated as such.

9. The main problem here is also one of duplicate checking and involves three files:

card catalogue temporary file MNB reserved registration numbers

10. The section does not have access to the microfiche catalogue. Also, there are no records on cards for the period 1975-1977. These records are fourid in the Malaysian National Bibliography.

11. Further difficulties are introduced by the section's different approach to main entry from that of Bibliography and Indexing Division (which often differs from cataloguing).

12. This section has its own accession number and control number systems which are different from those of the main Acquisitions section. This multiplicity of numbers will cause problems in an automated system.

13. Finally, delays at the Bibliography and Indexing Division further complicate the system and slow down the process.

Cataloguing

14. Approximately 65 per cent of incoming titles have suitable control numbers for MARC requests. Of these requests, about 65 per cent are successful. Therefore, the overall hit rate of the MARC request system is 40 per cent.

15. The request processing and diagnostic cycle presently requires a minimum of two weeks, mainly because of postal delays. Requests are first by LC number and then, in a second cycle, by ISBN. Therefore, over 20 per cent of the titles received wait for at least one month before being sent on for original cataloguing. (These are the non-hits from the selection process.) The Universiti Sains Malaysia (USM) schedule of section and work procedure requires that the ISBN be sent as alternate control numbers via a second cycle. USM has been asked to consider accepting LC and ISBN numbers simultaneously, but they have indicated that it would increase their work-load.

16. Editing of diagnostics may take only one-two weeks depending on the number of batches received simultaneously, but at times has extended to three months.

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17. The MALMARC system has no method of duplicate checking, as it is tape based. Sometimes, a record known to have been put in the system cannot be found. Sending another creates a duplicate. Occasionally some records are missing from PNMs files, and sometimes records from another institution are present. This may be explained by probable errors during batch processing at USM, where selection of update files is done manually.

18. Some officers have visited and discussed with staff of the MALMARC Centre, but not for prolonged study. Further visits were planned but were not implemented because of budget cuts. However, although there are some problems with the MALMARC system it has nevertheless been operating smoothly and effectively, and is an achievement to be proud of.

19. The use of temporary files within the Cataloguing Department (and others) causes a reduction in efficiency. The filing of records and then their later removal is an increase in the amount of work over the old, pre-automation, system. These temporary files are necessary as interim records due to batch processing.

20. The Union Catalogue of Monographs presently represents enormous problems. There is a backlog of filing of half a million cards. Only two institutions, the Universiti Teknologi and Bank Negara, are still sending cards, the others having adopted MALMARC er dropped out of the system. Suffice it to say that completion of filing will likely take several years.

21. The Malaysian National Bibliography is not produced by the Cataloguing Department but by a separate division. This can involve a duplication of effort because at some stage the Cataloguing Department also processes the same books. Copying of input sheets has been able to reduce some of this duplication, but the long delays on both sides reduces the value of even this approach. All 1983 local imprints presently processed by the Cataloguing Division do not have MNB numbers as they have either not yet been received under legal deposit or not yet processed by the Bibliography and Indexing Division. Input sheets for such materials are initially sent to the Legal Deposit Unit for assigning of MNB registration numbers before onward transmission of the duplicate input sheets to the Bibliography and Indexing Division. These duplicate input sheets will reduce duplication of effort when the Bibliography and Indexing Division processes the legal deposit copy of the same title at some stage. For pre-1983 local imprints titles may have been received and catalogued by the Bibliography and Indexing Division. Carbon copies of their input sheets are similarly made available to the Cataloguing Division.

Bibliography and Indexing Division

22. The Malaysian National Bibliography (MNB) will, in future, be produced through the MALMARC system at USM. Presently the annual 1982 edition is in process manually and the first two quarters of 1983 being tested at USM. The data processing situation is complicated by the presence of books in Jawi, Chinese and Tamil scripts.

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23. Of particular importance is the print quality of the final masters. Line printer output is not adequate. USM has been experimenting with Daisy wheel printer output.

24. The monographs remain in BBI until the MNB master is finished and are then returned to the Legal Deposit- section. This can take several months. After this, a different copy of the book is sent to Aquisitions, then Catloguing, etc. The book therefore can take quite some time to reach the public. The delays are again mainly due to the batch method of working and to insufficient staff.

25. The MARC record of MNB has a more detailed classification field, and more detailed notes fields. The publishers address field is also present in detail. MNB records are kept in a separate data base from the main catalogue. The cataloguers of BBI claim never to have received any copies of input sheets from Cataloguing Division.

26. Five main files are associated with MNB:

Author authority file Chain index - now replaced by subject heading file Translationum file Main catalogue Publishers' authority file.

ISPS and ISBN

27. The ISBN and ISDS processing sections of Bibliography and Indexing divisions each maintain five files.

ISBN ISDS

Title Key title Author authority MNB card ISBN authority ISSN Publisher authority Master Publisher ID authority Publisher

28. The information is essentially the same as that kept at Legal Deposit, only is more accurate and detailed.

29. When a monograph has no ISBN the MALMARC system is allowed to allocate a dummy control number. It may be more appropriate to allocate an ISBN.

30. At this point it is worth interrupting the narrative to examine Figure 1 - 'Main Data flows within the National Library1. Four physically separate sections each keep their own sets, or sub-sets, of the same data -namely bibliographic records (catalogue cards). If authority files are viewed as sub-sets of the catalogue (which they are) the amount of redundancy in the system again increases by the need to keep temporary records while waiting for machine batch processing.

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31. In the four activities discussed thus far there are 27 files of sets and sub-sets of essentially the same data.

32. The solution is for a single central data base with multiple, inter­active access. The present batch computer system despite its advantages, is causing additional delays and duplication of data.

Indexing activities

33. The Periodicals and Newspaper Indexes are computerized using the Division's TRS-8011 microcomputer. The machine has 64K of main memory» one 8" disk drive, 20 Mb hard disk and a Qume daisy wheel printer.

34. Two different sets of programmes have been written for these, essentially the same, applications, Neither set of programmes is adequate for the task. The Newspaper Index Programme problems are:

master file editing presently takes almost two hours to exit. There is no safety precaution against power failure;

a programme bug caused (on at least one occasion) mixing of the English and Malay records;

the daily transaction file may accidently be overwritten;

not enough space for subheadings;

long subheadings are lost on printing;

each record must be entered three times, once for each subject heading. There is now a massive backlog of data entry (5,000 recs). A new data entry programme was written to avoid this problem;

the system does not produce a list of subject headings.

35. The periodicals index programmes are not complete, and are unlikely to be so for some time.

36. Newspapers from mid-1981 are presently being indexed. One person is presently doing two English papers at the rate of 130 articles (or two issues) per day. That is, without time off, he can just cope with both papers, but it would be impossible for him ever to become up to date.

Lending Division

37. There are 44,000 patrons who between them borrow 116,000 books per year. Borrower records include a photograph and make use of ID card details. Maintenance of the borrower file requires much work and is often several days behind schedule.

38. The transaction system of filing loan records presents three major problems:

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it is impossible to know if a particular book is on loan or not

reservations cannot be located easily

it is impossible to know what a particular borrower has on loan

39. The division has not been able to make a stock check since its beginning. Also, the catalogue cards do not indicate how many copies are held, although the fiches give this information. Delays in fiche production cause problems.

40. Although the call number is not unique, the accession number is and therefore could be used as the control number, via bar code, in an automated system.

41. Reminders for overdue loans is another serious problem area. The amount of overdues and the lack of staff has resulted in a situation where reminder processing is six months behind. Many borrowers do not appear too concerned by the reminders and continue to keep the book.

42. Bulk loans and mobiles use a separate collection from the adult and children-lending collections. Catalogue entries of bulk loan and mobile collections are interfiled in the main fiche catalogue available at the Lending Division. Portable fiche readers could be provided in the mobile libraries.

43. Circulation is a prime candidate for automation and has long been the most successful area of computerization in libraries. It does however rely on having a data-base of borrower and book details. The latter, of course, comes from the cataloguing system.

Reference

44. The main problem; of the Reference Division is access to its own collection. The delays in getting the catalogue fiche and the material itself decrease the value of reference services. The Periodicals and Newspaper Indexes are also too out of date to be very useful.

45. In fact, the Reference Division is presently indexing articles on local businesses from the 'Business Times'. They now have 1,200 citations indexed on cards under company name, headlines and issue. This is current, but no publication is produced,

46. The staff keep a file of reference inquiries, which is actually two physical files. This is essentially a knowledge data—base on cards and is maintained in case someone later makes the same inquiry. How often this happens, though, is not clear.

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47. The staff feel that there is presently no great demand or need for access to the large on-line retrieval systems. The present situation in Malaysia is one of greater interest in local affairs than overseas. Local data bases are therefore of greater importance.

48. Other institutions, particularly Universiti Malaya, have Malaysiana collections and better access to these is required. MALMARC's union catalogue helps here but is not the complete solution. It is felt that an efficient union list of monographs and serials is urgently required. For serial interlibrary loans the reference staff still must 'phone around'. The Serials Section of reference duplicates many of the records of serials acquisitions.

49. The Collection Librarian keeps detailed statistics by subject on a monthly basis. This is a duplication of the statistics work of Acquisitions.

50. Reference would benefit greatly from automation of other aspects of the library, acquisitions, cataloguing, serials, etc. Also, a Director of Libraries in Malaysia is maintained by the Reference Division, the last publication being in 1982. This could be produced by the same software as for the other indexes.

Administration, planning, development and training

51. The National Library is the head of the common user scheme involving hundreds of staff and concerns specifically:

appointment and placement of staff

promotions

creation of new posts

study and review of conditions of service

management of claims

52. What is required, but hardly exists in the present set-up, is a personnel system.

53. Another area for automation is the financial monitoring - essentially fund-accounting of 15 activities.

54. Finally, there are word-processing and management information applica­tions. The former are fairly easily defined (reports, minutes of meetings etc.). The latter has not received much consideration as yet from anyone.

II. CONCLUSION

55. Most problems of the present system arise because data have to be duplicated for people to use them. Each user keeps different versions of those data and has few relationships with other users. The speed with which

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data flow through the system is very slow and is conditioned by this constant duplication. The batch mode of a computer facility in Pinang has further slowed down this process by adding the dimension of distance.

56. The solution lies in the creation of a single data base. However, maintenance of such a data base manua-lly would be impossible. It must be computerized, otherwise the multiplicity of access points required would defeat an army of filing clerks. Having created a single data-base, the staff involved in its use and maintenance need to get at it - from different physical locations whenever they need to. In computer terms, this means that the system must allow for remote (from the data-'base) conversational access i.e., terminals are required. At least twelve terminals are required, and preferably more.

57. The National Library presently holds about 150,000 titles. In a data-base, these would require at least 250 Megabytes (250,000,000 characters) of storage. It is probable that over 1/2 million characters per day will be transmitted to and/or from the computer to the terminals, mainly in the form of inquiries. This figure would increase as users get familiar with the system.

58. Such a volume of data processing completely rules out the use of microcomputers, and the amount of terminal activity would be too much for present communications (telephone) systems. Although the National Library could begin its operations on some other machine the above considerations would require the installation of its own machine before very long. The plan given below sees this as being within four years.

III. RECOMMENDATIONS

Five-year Implementation Plan

59. The first step must be the selection and allocation of two staff to the project. One member should be a senior librarian already well experienced in National Library activities and capable of project management. The present Head of Bibliography and Indexing appears a suitable candidate, although others should also be considered.

60. This person should be:

(i) employed full-time on systems development work

(ii) responsible directly to the Deputy Director-General of the National Library

(iii) initially at the level of Senior Librarian with a later rise to Assistant Director(Systems).

61. The complexity of systems work is such that it cannot be done on a piecemeal, ad hoc basis. Initially, the incumbent will have much to learn and many problems to think on. This cannot be done in conjunction with other duties.

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62. Planning is of the utmost importance in systems work - and that means a thorough examination and thinking through of the ramifications of new systems. A poorly planned (or unplanned) system is almost certainly doomed to failure. A full-time person on systems planning is an investment that must be made.

63. The Systems Librarian should be responsible to the executive head of the library so as to avoid conflict of interest with his/her parent division. Automation will affect all aspects of work in the library and consideration must be given to data flows - not divisional boundaries. Of course, the incumbent should discuss and co-ordinate developments with divisional staff.

64. As the library's system develops and grows, the Systems Librarian's responsibilities will develop apace, particularly as the computer takes on more of the work previously done by divisional staff. Also in the fifth year of the proposed plan, the National Library will take on responsibility for MALMARC. The Systems Librarian should, at this time, be given a status necessary for negotiating with member librarians - and for running a complex operation.

65. It is unlikely that the National Library could locate and employ an additional (to the present) person for this position. In fact, there are advantages in not doing so. The Systems Librarian should know the workings of the National Library in intimate detail, and therefore should be from the existing staff.

66. The second systems person needs to be more junior and suited to technical work rather than management (which of course includes planning). This person should preferably be an analyst/programmer with at least two years' experience <,/:-with library or information systems. However, such people are rare and in high demand. A programmer without such experience must first be taught the facts of library life, which include techniques for handling directory-based, variable length fields and records - something unknown to most programmers.

67. Presently in South-East Asia, there is a very high demand for programmers of any type. Salaries in the commercial sector are therefore high and staff movements frequent. It is unlikely that the National Library could attract a suitable person, let alone keep him/her. Therefore, a prospective programmer should be identified from amongst existing staff and sent for one year's training. This approach has the advantage of not having to teach him/her librarianship, and in particular the ways of the National Library. Keeping the person, later, could be a problem. Good prospects of promotion and challenging work are often ways of keeping staff, although it is expected that such a person would (and probably should) leave after four or five years. A lack of new ideas can also be a danger after a while.

68. Suitable candidates for this position could be identified by the use of aptitude tests, of which USM has a set. However, it should be remembered that such tests do not indicate motivation, family plans etc. Mr Bakar (Index Compilation) and Mr Chong (Legal Deposit) appear to have the necessary qualities and the motivation.

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69. The library programmer designate should be sent on a postgraduate diploma course in systems analysis/programming. These are normally one-year (actually ten months) courses and exist (for example) at:

INTAN Asian Institute of Technology Canbarra College of Advanced Education Universiti Sains Malaysia

70. Of the three examples, the third is preferred because of its known quality of graduates and its proximity to the National Library of Australia. In addition, the college already has many students from the region. USM also has a good reputation for its quality of graduates.

71. Consideration should also be given to British, Canadian and United States of America colleges. Whatever, the appropriate government might be approached to assist with financing the training. In this regard the following agencies could be considered.

Australian Development Assistance Bureau (ADAB)

Australian Universities International Development Programme (AUIDP)

Canadian International Development Agency (CIDA)

International Development Research Centre (IDRC) (Canada)

Overseas Development Agency - ODA - United Kingdom

United States Agency for International Development (USAID)

72. The topics required in the programmers' course are:

Systems Analysis - Interviewing - Work flow analysis - Documentation (flow charting etc) - Costing - Performance measuring - Report writing

Systems Design - Hardware factors and components - Data structures - File structures - Access methods - Data-base management systems - Project management - Software evaluation

Programming - Operating systems and job control languages - COBOL and/or PL/1 - Introduction to assembler language on at least

one machine - principles of operation of at least one machine

73. Training for the systems librarian should be less formal and consist of short courses, visits and reading. For example, INTAN has introductory data processing courses, as do the major computer vendors. In addition, the latter offer courses tailored to specific systems - useful when it is known what hardware is to be used.

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74. Visits should be made to the National University of Singapore (MINISIS), University Science Malaysia (MALMARC + DOBIS?) and AIT (CDS/ISIS) to see what each is doing, how they went about it, and what problems they encountered. Unesco has sponsored such study tours in the past.

75. The National Library presently subscribes to the 'Journal of Documentation' and 'Information Technology and Libraries'. These should be supplemented by 'LASIE' and 'Program-news of computers in Libraries'. Together, -these four publications give wide coverage of library automation in North America, the United Kingdom and Australia. 'Cataloguing Australia' presently has many articles on automated cataloguing, particularly the new Australian Bibliographic Network. A regular reading of these journals should be a required duty of the systems librarian.

76. In addition to selection of staff, funding should be allocated for the training activities mentioned above and for equipment required in the first year. Planning of the first application should not commence until the level of resource allocation is known. In this regard it is important that a host computer centre be identified and an agreement drawn up.

77. The National Library should not wait until it acquires its own main-frame before embarking upon the proposed plan. Expertise has to be built up slowly without the responsibility and trouble of running a computer centre. Also, some of the problems require a solution soon, and an automated one at that.

78. Normally, for a project such as this the selection of software should take priority over selection of hardware.

79. In this case, the National Library is restricted in its availability of possible host computer sites.

80. The most obvious host site is that of the Prime Minister's Department, running a large IBM configuration. However, a visit to En. Mohd Sinon bin Mudzakir of that installation indicated that there could be no National Library applications run during prime time (8 a.m. - 6 p.m. ) and that very little, if any, disk storage could be allocated. This rules out the type of development envisaged and permits only small scale tape-based systems, as there is also pressure on tape drive resources. The cataloguing systems at USM (see below) are heavily tape-based and therefore not appropriate on that installation. Also, the Department's policy is to permit development of applications but not operational running. This is an important restriction as the National Library requires a host for operational running.

81. A second possibility is the MARA computer facility running two Hewlett Packard 3000 machines. The officer-in-charge. En. Shamsir bin Ghazali, has no objection to the use of the facility by the National Library. There does appear to be sufficient capacity for initial National Library use, in terms of disk space, CPU time and terminals. However, MARA could make no staff available for assisting the National Library with its operations, and the future availability of hardware resources is unclear. MARA would be a passive host, and as such may not be desirable.

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82. Use of commercial centres is usually expensive. However, the National Library can make a sound case for assistance, or more accurately a partnership, from a computer vendor for the pursuance of a project of national importance. Consequently, IBM and Hewlett Packard have been approached regarding such a partnership (ref. Appendix A and B). TBM already has several such national and international projects around the world, including some in Malaysia. The advantage of such an approach is that the company would be an active host with an interest in the success of the project. Each has experienced pro­fessional staff and sound advice to give on running projects. However, companies cannot survive on goodwill alone and so such a partnership could only be for a limited period. It is proposed that this be for four years, after which the National Library should acquire its own hardware. The rationale for a National Library dedicated machine has been given above.

83. Another possibility is the extended use of USM facilities in Penang;, The difficulty of this approach is the distance. Batch processing by mail is too slow and cumbersome, and leased lines for terminals are too expensive. A multiplexed (12 channel) four-wire line would cost in excess of M $45,000 p.a. rental, while Datei dial-up lines would cost over M $50,000 p.a. per terminal for frequent (five hours) daily use. This is clearly prohibitive.

84. A fifth possibility is the increased use of in-house microcomputers. While a stand-alone microcomputer with printer and 10 Mb of disk storage typically costs M $25,000, there is very little software (if any) for library processing. An examination of Figure 1 quickly shows that many data are common throughout the library system. The duplication of data and files is the biggest problem of the present manual systems. Having several microcomputers with their own files simply creates the same problem in a new form - it does not solve it. Connecting all of the micros together (i.e. a local area network) to share their data is a solution that requires complex (very!) programming that has not yet been achieved for libraries. Connecting several micros to a central data base is a possible solution, and is no longer a .microcomputer solution. The latter approach is essentially what mini and main-frame computers are all about, except that the mini/main-frame approach is cheaper and more efficient. Consequently the use of microcomputer for the primary processing of common data is to be avoided.

85. However, the term 'microcomputer' is misleading and evokes visions of inexpensive, powerful computer equipment. The reality of the situation is that at one end of the scale there are immensely powerful 'main-frame' computers, and at the other very simple devices. In between is a range of equipment suited to many different needs. A computer should be matched to requirements. Just because an Apple II, for example, is a computer does not mean that it is suitable for multi-access data-base processing.

86. It should not be forgotten that computers require programmes to perform their tasks. This software must be acquired, or written on site, to match the specifications of the library's work. Systems design and programming are not simple tasks, and require a high level of expertise which, as mentioned above, is presently scarce is this region. Such tasks also take time. For example the CDS/ISIS software from Unesco presently contains about 20 man-years' work, with about 12 man-years having been required for the basic system. It is there­fore clearly undesirable for the National Library to write its own software. It is also clear why software is often so expensive to purchase.

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87. As mentioned above, the requirements are for an integrated system. Only in this way can the duplication of data, and effort required in creating them, be avoided. This means, though, complex software and rules out some of the available packages. The following were considered:

CDS/ISIS MINISIS Alis-E II Advanced Library Information System LIBS 100 TOTAL Library System Integrated Easy Data Library System Distributed Library System Universal Library System Geac Library Information System AWA/URICA ORACLE Virginia Tech. Library System - recommended DOBIS/Leuven - recommended

88. CDS/ISIS which runs on IBM main-frames is not an integrated system. It was designed primarily as a documentation system, not a library system. Consequently ordering/acquisitions, serials check-in and circulation functions are not available, and can only be added with extensive programming. Its most attractive feature is that it is free, but this is then offset by the difficulty of maintaining the system. It can maintain MARC records, but only with difficulty. CDS/ISIS is not recommended for National Library use.

89. MINISIS is a minicomputer derivation from CDS/ISIS which runs on Hewlett Packard 3000 series computers. It is widely used in developing countries and is actively supported by its producer, IDRC. It is free. It is also much simpler to operate than CDS/ISIS and requires less effort to maintain. However, it also is not an integrated system and cannot maintain MARC records, although circulation and serials modules are about to be released. The National Library is committed to the maintenance of MARC records for the Malaysian National Bibliography and for MALMARC. Although it is usually not efficient to maintain two packages, the use of MINISIS is recommended for processing the Newspaper and Periodicals Indexes, and other generalized data-bases (such as the Common User Scheme) if the HP3000 is to be the host computer. This is because MINISIS is easy to learn and operate, and would be available quickly and free from IDRC. The use of MINISIS would give valuable computing experience to library staff during the crucial first two years. It is ideally suited to the index production tasks. However, MINISIS is not recommended for maintenance of a MARC catalogue. Although, IDRC presently has contracted for a MARC/MINISIS interface that should be available in late 1984, this interface is for exchange purposes only and not intended for internal processing of MARC records.

90. Alis-E II, although advertised as an integrated system, presently is only used as a circulation system and all users are in the United States of America. The situation of the National Library is such that being the first user of a cataloguing system and the first user outside of the United States of America, is to be avoided. The use of Alis-E II is not recommended.

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91. The same applies to the Advanced Library Information System. It does however, offer quite sophisticated retrieval functions - something many other integrated systems do not. On the negative side is the fact that there is no suitable host site running a Digital Equipment or Tandem computer, and the local dealer of these computers is less than enthusiastic about library applications. There would be no support in any form for such software.

92. Unfortunately, LIBS-100 also suffers these drawbacks as well as having the same features. This package would be a strong contender for use by the National Library if a suitable host and/or more sympathetic vendor were available. However, its use is not recommended.

93. The Total Library System runs on HP3000 and therefore is a candidate for National Library use. Its orientation to academic libraries, use of OCLC and newness (mid-1983) make it less attractive than the VTLS below. However, further information should be acquired. Presently, its use is not recommended.

94. The Integrated Easy Data System does not maintain full MARC records and no suitable host site is available. Its use is not recommended.

95. The Distributed Library System, from NEC, uses multiple minicomputers (one at each major location). Accordingly it suffers from duplication of data and the impossibility of inter-branch inquiries. Its use is not recommended.

96. The Universal Library System requires the use of a VAX (Digital Equipment) computer to maintain full MARC format. As well as being large and expensive, there is no suitable VAX host in Kuala Lumpur. Its use is not recommended.

97. The Geac Library Information System runs on Geac's own computers, which are as yet unsupported in Asia. For this reason its use cannot be recommended.

98. The AWA/URICA package similarly runs on hardware (Microdata/Reality) that is presently not supported in Kuala Lumpur, and therefore is not recommended.

99. ORACLE runs on CDC CYBER 70 hardware of which, again, there is no suitable host site. Also the circulation module uses a microprocessor system that is not available in Malaysia. The use of ORACLE is not recommended.

100. The Virginia Tech, Library System (VTLS) runs on Hewlett Packard 3000 computers, of which there is a suitable host site in MARA. Addi­tionally, the HP3000 vendor is sympathetic to the National Library's problems, and the software vendor in the United States of America offers worldwide support and training. The system is running at several sites in the United States of America and, significantly, five places in Australia. The salient features are:

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full MARC record handling from direct data entry or tape

full on-line retrieval and modification

user friendly

comprehensive circulation control

full ALA character set

serials holdings processing

authority file processing.

101. The price is M $132,000 (US $60,000) negotiable downwards to perhaps (?) M $70,000.

102. In view of the availability of HP3000 hardware, this package is recommended for use by the National Library. Full documentation should be acquired immediately for comparison with DOBIS (below).

103. DOBIS/Leuven, running on IBM main-frames, has the same features as VTLS above plus:

language other than English

local design of forms

catalogue and authority files are one integrated file (which can save data entry time)

ability for local catalogues (for MALMARC)

comprehensive serials check-in module.

104. DOBIS is presently being run at the IBM office in Petaling Jaya and is under review by Universiti Sains Malaysia Library. It is used (in a modified form) by the National Library of Canada and is highly thought of. The major drawbacks are its complexity and cost, M $45,192 per year. The complexity means that more staff time will be spent on maintaining the system. DOBIS/Leuven is recommended for National Library use.

105. A detailed comparison should be made of the Virginia Tech, Library System and DOBIS/Leuven. This could be the subject of a further consultancy, but should be undertaken soon and with full participation of National Library staff. In general, DOBIS appears more complete, more flexible, more suited to networking (MALMARC) and more suited to local conditions with its local language capability. On the other hand it is more expensive than VTLS, will require more (and better) staff to run it and the hardware will cost more. Specifically:

DOBIS/IBM VTLS/HP

Software M $45,192 p.a M $132,000 one time Hardware M $1,000,000 M $800,000 Maintenance M $150,000 p.a. M $120,000 p.a

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106. Therefore DOBIS/IBM is M $484,000 more expensive over five years or almost M $100,000 p.a.

107. From the functional (software) point of view, DOBIS is to be preferred. Financially, the preference goes to VTLS and HP hardware. In fact, further information on VTLS may enhance its position. However, the determining factor will be the availability of a host computer and technical support in the years before National Library acquires its own computer.

108. The National Library should preferably accept the option that contains the maximum technical support in the crucial beginning phase.

109. Whatever the case, the National Library will have to negotiate the conditions of use of the host computer and software. The costs of the options available vary tremendously depending on the level of support from the host. The following figures apply to the initial requirements that are additional to the host's existing facilities:

(a) IBM as host:

3x3178 terminals, approximately M $14,000 1x3287 printer, approximately M $11,000 1x3276 control unit, ? M $20,000? 1x 4-wire leased line to PJ, approximately M $3,000 p.a. 2x modems, approximately MS $8,000

(b) HP as host:

3x2622A terminals, approximately M $18,000 1x2631B printer, approximately M $11,000 1x4-wire line to MARA approximately M $11,000 p.a. 2xRACAL multiplexer, approximately M $15,000 2x RACAL modems, approximately M $12,000

OR 2 modems, INP hardware feature on the HP3000 plus MTS software - cost ???

110. Having decided which host and software to use, the National Library should complete a contract with Telecom for installation of a line. The line should be four-wire (i.e. two lines), leased for multiplexing. Dial-up (Datei) is not advisable because:

(a) each dial-up terminal requires a modem pair, M $8,000 therefore four terminals = $32,000

(b) dial-up lines have a maximum capacity of 2,400 bits per second, with a practical capacity of closer to 1,200

(c) dial-up cannot use four-wire connections (full duplex) and therefore terminal response time is slower

(d) outside of one exchange area the charging is ten cents per three minutes. Four terminals (printer is a terminal) for five hours per day would cost $40 per day or around $10,000 per year.

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111. The first application to be put on the host system should be the Newspaper Index. This is because it is the simplest of the National Library's bibliographic applications containing only seven fields. It is also an area in urgent need of improvement. The present micro-computer programmes are inadequate for the task in hand (see above). In either DOBIS or VTLS, the title field could be used for the headlines, the subject fields for the keywords. That is, the existing (VTLS/DOBIS) software could be used without modification.

112. If the National Library goes Hewlett Packard, there would be some advantage in also using MINISIS as well as VTLS. This would give better retrieval capabilities than VTLS and could be used, instead, for the Newspaper and Periodicals Indexes. In fact, the simplicity of MINISIS makes it ideally suited to index production, and would allow an easier introduction to computers at the National Library.

113. If the Newspaper Index cannot be implemented on a host machine early in 1984, then records should be sent to USM for input and processing through their MARC system. This is because transferring records from the TRS-80 to the IBM or HP will be difficult, and require:

(a) TRS-80 3780 software M $3,225 Mode reconfiguration M $ 700 Serial Port modifica­

tion for direct transfer M $ ?

- OR -

(b) Use of the TRS Reformatter programme - cost unknown. Writing of a programme to convert the IBM diskette to DOBIS (or VTLS) input format.

114. However, option (b) is probably not possible because the data is presently kept as OASIS files, and the reformatting programme assume TRSDOS.

115. Option (a) should also be avoided because the device type (3780) is incompatible with the proposed terminals and could therefore not be multi­plexed, or would require a more expensive multiplexer. The other alternative is to continue using the TRS-80 with additional hardware (M $4,200 for one extra terminal) and programming (M $?), and then not make use of that data. This appears to be a waste of time, money and data. The money would be better spent paying USM for data entry.

116. It is anticipated that the Newspaper Index would be the only applica­tion during the first year so as to allow time for staff training, particularly of the programmer (see figure 2). During this period the Senior Librarian should become very familiar with the software and be planning the second year's activities.

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117. The beginning of the second year should see the return of the programmer from training and the setting up of the Periodicals Index. This application should require no more than two months to implement, as it is also fairly simple.

118. Preparation of final copy for printing should be done on high quality equipment - the IBM 4250 or HP Laser Printer, at the host installation (if they have one). These devices produce far better quality output than the daisy wheel, dot matrix or line printers. This should be mentioned in negotiations with the host site.

119. At the beginning of the second year there should be three data entry staff to cope with the large volumes of input. Also, a fourth visual display terminal would be required. Note, that under the proposed configuration this would not require extra lines, etc.

120. At this point it would be preferable for the National Library to acquire an expert seconded to assist with further developments. Such a person could possibly be funded under a multilateral or bilateral aid programme. The requirement would be for an experienced library systems analyst/programmer. However, other institutions in the region are trying to acquire the same type of person through the same means. In the probable non-availability of such a seconded, the National Library should procure a one-month consultancy in the middle of the year (18th month of the project) for the purpose of reviewing the project and planning for the next stages. Specifically, this should be a practical consultancy - with the consultant actually solving problems and assisting with systems work.

121. The third application should be that of the Malaysian National Biblio­graphy. Planning for this should have commenced by the 14th month of the project, preferably earlier. Both systems staff should spend two weeks at USM on familiarization with the current system, and preparation for transfer of data by tape to the host site. It should be emphasized that only data will be transferred. The system in use at USM (programmes and procedures) would not be transferred - unless they by then were using the same software as the National Library (a possibility if DOBIS is used).

122. The MNB will actually be the National Library's prototype cataloguing system, except on a smaller scale than the complete cataloguing system. This is the reason MNB was selected for implementation before full cataloguing.

123. At this stage, two extra terminals and one extra printer should be acquired. One of each should be placed in the Legal Deposit Unit (Jalan Venning) which will require an additional data line and control unit/ multiplexer.

124. Also, extra disk space (total 15 Mb data) and data entry clerks would be required.

125. Production of master copy for printing would be on the high quality printer at the host site.

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126. The end of the second year or the beginning of the third year should see the planning of the full cataloguing system. The library programmer should spend one month at USM getting to know the present system and problems before transferring the data on tape to the host site.

127. Before implementation, another four terminals and one printer should be acquired, and an extra line and control unit to Wisma SYS. Three terminals and a printer would be in Wisma SYS, and the other terminal would be at the reference desk- Two of the SYS terminals would be used constantly for cataloguing and the other by the systems staff for development and monitoring. NOTE that the programmer should be based in SYS at this stage. The disk space requirement would be about 90 Mb on conversion of the.catalogue from USM.

128. Also, at this stage all clerical staff should be taught to use the system and not have specialized data-entry staff. The systems group should have its own secretary, and another programmer taken on midway through the third year. This person should be a computer science graduate not necessarily experienced, whose main responsibility would be maintenance of existing systems, thus freeing the existing staff for new applications. This is important, as systems staff often move to new jobs because experienced staff feel 'maintenance bound' by existing systems.

129. The present cataloguing system through USM suffers from the delays inherent in the batch system and mail. One major source of delay is that control numbers have to be sent twice- before establishing a record as non-hit, and therefore for original cataloguing. This usually means a delay of some six weeks. The solution lies with some method of knowing which records are available at USM, or of sending both LC number and ISBN at the same time.

130. The first approach could involve a data-base at USM of control numbers which, if packed into four bytes, would occupy 10 Mb of disk storage for 2.5M records. This could then be printed on hard-copy on COM, or interrogated remotely by dial-up terminal. Furthermore, the data­base could be used as an index to the tapes used in the MALMARC system, and thus improve the efficiency of that system. To avoid complex updating, the control number data base should be kept at USM, not locally on the microcomputer. However, this would require dial-up communication with USM, and programming effort also. Technically it is an attractive proposition, but it is probably not worth the effort to save the delay. Of better value may be the idea of allowing both LC and ISBN to be submitted at once - although this would require several procedural changes, and again the benefit is probably not worth the effort.

131. There is also the possibility that the TRS-80 be used to create data for sending by mail to USM. This would do nothing to avoid the present delays, and initially would slow the process down even more while National Library staff learn to use the micro and set up the system.

132. It is recommended that the existing system of requesting records be left as is until implementation of the full cataloguing system, but reviewed again by National Library and USM staff in one year's time.

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133. However, the discipline of work flow in and between acquisitions and cataloguing should be improved to prevent constant checking of 'materials-in1

and 'materials-out'.

134. The Union Catalogue of Monographs on cards should be abandoned. Presently, only Universiti Teknologi Malaysia is contributing cards, all other libraries having gone to MALMARC or.stopped sending. Therefore, it is inefficient for the National Library to maintain a Union Catalogue for only one library (National Library's cards are separate!) which presumably also maintains its own catalogue. Also, there is a backlog of 520,000 cards from the time when other libraries were still contributing. On the basis of the best figures (1980) it will take five years to complete filing. However, the amount of filing achieved has been declining since 1980 so that this year 1983, only 14,000 cards will have been filed. At that rate it will take 37 years to complete the filing! As individual libraries retrospectively convert their catalogues through the MARC system, MALMARC will also grow. Therefore, MALMARC retrospective conversion should be encouraged.

135. Monographs and serials acquisitions, including check-in, should then be implemented. This would require two more terminals and a printer (all for acquisitions). On completion of testing, the programmers terminal would also be used by acquisitions, and the programmer based back in the main building.

136. Acquisitions should be left until after cataloguing because:

(a) it relies upon the checking of the main catalogue

(b) there is more processing involved, particularly for serials

(c) it involves budget control - always a delicate area.

137. That is, again the strategy is one of proceeding towards the more complex.

138. At this stage, the distribution of terminals would be:

Acquisitions 3 VDUs 1 printer Cataloguing 2 VDUs 1 printer Legal Deposit 1 VDU 1 printer Bibl. + Indexing 3 VDUs 1 printer Reference 1 VDU Systems 2 VDUs

139. It would be preferable, though not essential, for Reference also to have a printer.

140. The fourth year, particularly the first half, should be a time of consolida­tion and review. Reference should be assisted with learning the system and starting a data-base of reference inquiries.

141. Preparation should proceed for the acquisition of the Library's own computer. It is probable that this period would also see the move to the new building, and therefore a certain amount of disruption of normal routine.

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142. The National Library's computer facility initially should compose the following configuration:

CPU with at least 1 Mb main memory 2 600 Mb disk drives, preferably more 2 tape drives: 1 x 1,600 bpi and 1 x 6,250 bpi 1 line printer 14 visual display terminals 4 dot matrix printers 1 high quality printer 1 remote communications controller 1 operator's console

143. At present-day prices the above configuration would be in the order of M $1,000,000. In four years' time more hardware will be acquired for that one million dollars, particularly disk storage and main memory.

144. The equipment may be leased, but for a minimum period of two years. In this case the monthly rental would be about M $40,000. Leasing is only advantageous if it is for a short period (less than three years) and the equipment requirements of the installation are changing. In the case of the National Library this would not be the case, therefore leasing is not recommended.

145. Computers require additional software for the application programmes. In the case of IBM the following would be required:

DOS/VSE CICS PL/I VSAM CDPF + DCF - high quality printing

146. These are the operating system, communications, file handling and compiler programmes.

147. In the case of Hewlett Packard the. requirements would be:

MPE - no charge COBOL 5 PL MTS (if multidrop lines used) IMF (if networking with IBM systems) IMAGE - data-base system Word processing

148. HP software is usually on a one-time charge basis.

149. Hardware maintenance is a financial commitment that must be remembered. Maintenance charges vary according to the type of equipment, but are usually 10 to 15 per cent of the purchase price per year, i.e. a M $1,000,000 system would require M $100,000 - $150,000 p.a., for maintenance. It is not advisable to avoid such a maintenance contract.

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150. The computer room should preferably have the following features:

separate air-conditioning with accessible controls

false floor, with at least 30 cm beneath for cables

magnetic medium storage separate from paper storage

vinyl tiling on the floor - not carpet

not subject to direct sunlight

double doors for easy moving of equipment

fire detection and fighting system

conduits, 3 cm, internal diameter, to all terminal outlets, present and future

- these should run from a central point in the computer room

- have inspection points every 15 m. (a rectangular box with hinged lid)

- follow, where possible, walkways and corridors

- be separate from power lines

- terminate within 1 m of a power outlet

151. The circulation system should not be implemented until the National Library acquires its own machine. This is because such a sensitive system requires a good response time, and stability. Use of a host site does not rule out possibilities of having to curtail certain areas of operation. Also, circulation, to be successful, relies upon catalogue data. This would not be available to the system until the fourth year.

152. Preparations for the circulation system will also take time. Both DOBIS and VTLS use bar code labels, so books and borrower records must be suitably equipped - unless a strategy of gradual conversion is applied.

153. As circulation is a very sensitive public issue, planning must be comprehensive. The system should be thoroughly tested before going on-line.

154. The proposed plan sees circulation being implemented in the fifth year, whereas the circulation staff feel that something should be done now. One can understand this feeling but the temptation to hasten should be vigorously resisted. Micro-computers are quite suited to some circula­tion functions, particularly as front-end processors, but they also require programmes and data. Neither exist at the National Library right now, and would take some time to create. There is about three man-years of expert work in writing a circulation system, and perhaps more for converting required data to machine-readable form. Such tasks are therefore best left to the appropriate time, which is after cataloguing has been implemented.

155. The manual reservation system, which is the present ma,in problem area can only be improved by a change in the filing order of loan records»

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This change would entail an increase in manual filing time to the extent of two full-time clerks. It may, therefore, be more sensible to abandon the reservation system while circulation is still manual. Extra copies of high demand books (if known in advance) would probably be cheaper than two extra full-time staff.

156. MALMARC also is best left until the National Library has its own machine. The running of a national system for many institutions requires both expert staff and adequate resources. The four years' work prior to acquisition of their own machine will give National Library staff, at all levels, this expertise. Before then they could probably not cope with the demands of MALMARC.

157. Presently, the MALMARC system uses significant machine resources, particularly CPU and tape-drive time. There is no suitable host site willing or able to dedicate the tape-drive resources to this project. A move to a data-base system would consume so much disk space (2.5 Gb) that no computer centre could take it on. For these reasons, the National Library must wait until it has its own resources, people and hardware, before taking i t ove r.

158. However, many of the present problems of MALMARC are due to its tape dependency. Future running of MALMARC, particularly at the National Library, should use a data-base approach for the Union catalogue - leaving the United Kingdom and LC MARC records on tape, This would mean that all libraries' holdings would be accessible on-line through DOBIS or VTLS, and that the National Library would be in a position to think of a national network, particularly as Telecom plans to have a data network operating by then.

159. Such a move would require a policy decision at the highest level. It would also greatly affect the hardware and software requirements, and tip the scale more in favour of IBM, DOBIS appears more suitable for complex networking than VTLS, and IBM main-frames are more suited to large networks than HP. A 1 Mb HP3000 or IBM 4331 II would not be powerful enough to run a large network. A much bigger, and much more expensive, machine would be required. For such a network WLN (Washington Library Network) would perhaps be better than DOBIS.

160. It is recommended that the National Library initiate moves to determine the desirability of a national bibliographic network. If it is desirable, then what features should it acquire? The Australian experience in this regard would be most valuable, and attention is drawn to the 'BIBDATA' reports of the planning stage of ABN (Australian Bibliographic Network).

161. There has so far been no mention of search services, SDI or retrospective, from external data-bases. It is felt that there is little point retrieving citations to literature that cannot be located within the country. Also, access to Dialog, Orbit, etc., is presently prohibitively expensive« On-line retrieval should therefore wait until Telecom provides a cheaper overseas data communication system, and until a functioning Union List of Serials systems exists. The latter, PERPUNET, is in the development stages, and itself could be run on DOBIS or VTLS. However, a Union List must be kept up-to-date on a continuing basis. Occasional revisions involving the checking of all library holdings is inefficient.

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162. The administrative automation needs of the National Library could be met by a combination of microcomputer (the existing TRS-80) and a larger system. If the HP approach is taken, MINISIS should be used for personnel applications in addition to its bibliographic role. The TRS-80 could be used for word-processing, spreadsheet calculations and graphics, i.e. as an office planning tool rather than data-processing machine. There is already much TRS software available locally for such purposes.

163. The timing of introduction of administration systems would depend very much on the progress in other areas.

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APPENDIX A

A proposal for a partnership programme between the National Library of Malaysia and IBM (Malaysia) Corporation

Aims: 1. To disseminate nationally and internationally, information on Malaysian publishing output; that is, information on Malaysian intellectual achievements.

2. To do this in a way that is:

(i) accurate (ii) timely (iii) permanent (iv) easily accessible (v) easily understood (vi) attractive (vii) efficient in its use of resources

The present system

Presently the above aims are only partially achieved by a combination of manual and automated methods in the production of five publications, namely:

1. 'Newspaper Index' 2. 'Malay Newspaper Index' 3. 'Conference Index' 4. 'Periodicals Index' 5. 'Malaysian National Bibliography Index'

The publications which are presently produced manually, 3 and 4 suffer from the usual problems of manual filing, duplication of typing effort and insufficient staffing.

The Newspaper Indexes, run on an in-house microcomputer, suffer from inadequate design of the computer programmes (including gross inefficiency of data entry timei, insufficient hardware resources and poor quality printing.

The National Bibliography system which is run at USM suffer the problems inherent in batch processing (i.e. delays, difficulties in updating and searching) and poor quality output.

Figure 1 shows the main data flows within the National Library system. The Newspaper, Conference and Periodicals Indexes are produced by the Bibliography and Indexing Division.

Proposed system

It is proposed that the National Library use the DOBIS/Leuven software for processing these applications. However, the National Library does not have access to suitable hardware for running DOBIS, and does not have the necessary funds for acquisition of such.

- 26 -

The applications will be implemented in phases starting with the Newspaper Indexes and progressing through Periodicals and Conference Indexes, the Malaysian National Bibliography, cataloguing and, finally, acquisitions. This is in order of increasing complexity and therefore enables the National Library staff to gradually build up its expertise."The proposed partnership is for a period of four years.

Requirements

HARDWARE

Use of 43xx or 30xx CPU

2.5Mb DASD in first year,

15Mb in second year

100Mb in third year (data from USM)

140Mb in fourth year

data only

- programme and workspace not included

Three Visual Display Terminals in first year

6 in second year

12 in third year

12 in fourth year

One Dot Matrix Printer in first year

2 in second year

4 in third year

4 in fourth year

One Cluster Control Unit in first year

2 in second year

3 in third year

3 in fourth year

1 Leased Line in first year•

) 2 in second year

3 in third year

3 in fourth year ) )

2 Modems in first year

4 in second year

6 in third year

6 in fourth year

assuming that National Library does not get its new building

Use of quality printer (Display writer or 4250)

27 -

SOFTWARE

DOBIS/Leuven System for Library Automation

DOS/VSE Operating System

CICS - Communications control

DCF (R3) to drive the 4250

PERSONNEL

Systems Programmer

Applications Programmer - only for first year

'2 Librarians in first year

2 in second year

3 in third year

4 in fourth year

includes librarian/programmer

2 Data Entry Clerks in first year

'5 in second year

3rd and 4th year all clerical staff become terminal operators

Seconded consultant second and third years

Provided by National Library

It is hoped, though by no means certain, that the National Library would acquire its own computer during the latter part of the fourth year and would henceforth be independent.

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APPENDIX B

A proposal for a partnership programme between the National

Library of Malaysia and Hewlett Packard (M) Sdn. Bhd.

Aims: 1. To disseminate nationally and internationally, information on

Malaysian publishing output; that is, information on Malaysian

intellectual achievements.

2. To do this in a way that is:

(i) accurate (ii) timely (iii) permanent

(iv) easily accessible

(v) easily understood

(vi) attractive

(vii) efficient in its use of resources

The present system

Presently the above aims are only partially achieved by a combination

of manual and automated methods in the production of five publications,

namely:

1. 'Newspaper Index' 2. 'Malay Newspaper Index' 3. 'Conference Index' 4. 'Periodicals Index' 5. 'Malaysian National Bibliography Index'

The publications which are presently produced manually, 3 and 4, suffer from the usual problems of manual filing, duplication of typing effort and insufficient staffing.

The Newspaper Indexes, run on an in-house microcomputer, suffer from inadequate design of the computer programmes (including gross inefficiency of data entry time) insufficient hardware resources and poor quality printing.

The National Bibliography system which is run at USM suffer the problems inherent in batch processing (i.e. delays, difficulties in updating and searching) and poor quality output.

Figure 1 shows the main dataflows within the National Library system. The Newspaper, Conference and Periodicals Indexes are produced by the Bibliography and Indexing Division.

Proposed system

It is proposed that the National Library use the VTLS and MINISIS packages for processing these applications. However, the National Library does not have suitable hardware for running these, and does not have the necessary funds for acquisition of such.

- 29 -

The applications will be implemented in phases (Figure 2) starting with the Newspaper Indexes, and progressing through Periodicals and Conference Indexes, the Malaysian National Bibliography, cataloguing and, finally, acquisi­tions. This is in order of increasing complexity and therefore enables the National Library staff to gradually build up its expertise. The proposed partnership is for a period of four years.

Requirements

HARDWARE

Use of HP 3000 CPU

2.5Mb DASD in first year,

15Mh.. in. second year

100 Mb in third year (data from USM)

140Mb in fourth year

3 Visual Display Terminals in first year

6 in second year

12 in third year

12 in fourth year

1 Dot Matrix Printer in first year

2 in second year

4 in third year

4 in fourth year

1 Cluster Control Unit in first year

2 in second year

3 in third year

3 in fourth year

1 Leased Line in first year

assuming that National Library does not get its new building

or 4250)

VTLS ((Virginia Tech. Library System)

MINISIS

MPE

COBOL

data only

- programme and workspace not included

2 in second year

3 in third year

3 in fourth year

2 Modems in first year

4 in second year

6 in third year

6 in fourth year

Use of quality printer (Display writer

SOFT'

SPL

- 30 -

PERSONNEL

Systems Programmer - occasional

Applications Programmer - only for first year

2 Librarians in first year

2 in second year )

3 in third year includes librarian/programmer

4 in fourth year )

2 Data Entry Clerks in first year

5 in second year

3rd and 4th year all clerical staff become terminal operators

Seconded consultant second and third years

Provided by National Library

It is hoped, though by no means certain, that the National Library would acquire its own computer during the latter part of the fourth year and would henceforth be independent.

Benefits

The use of authority control techniques will improve the accuracy of the data, while the data editing and sorting facilities will greatly reduce the time required for publication - and therefore eliminate backlogs. The data-bases will be printed, available for on-line searching, and exchangeable on magnetic tape thus ensuring their maximum accessibility and permanence. Use of a high quality printing device will improve the attractiveness of the publications and further encourage their use.

Costing of the project has not yet been completed. However, it is unlikely that there would be significant cost reductions in the short term. The sayings would be in the form of stable expenditure over four to five years while increasing the scope of work and improving the areas outlined above.

- 31 -

APPENDIX C

List of persons, visits and meetings

1. Secretary General of the Ministry of Culture, Youth and Sports

- General discussion

2. Acting Director-General and Assistant Directors, National Library

- Briefing - General discussion of future aims

3. Acquisitions Division, National Library

- discussion - analysis of procedures

4. Cataloguing Division, National Library

- discussion - analysis of procedures

5. Bibliography and Indexing Division

- discussion - analysis of procedures

6. Lending Division

- discussion - analysis of procedures

7. Reference Division

- discussion - analysis of procedures

8. Planning and Development Division

- discussions

9. Administration and Finance Division

- discussions

10. En. Mohd. Sinon bin Mudzakir Ketua Penolong Pengamh Perkhidimatan Komputer J.P.M.

- discussion on availability of computer facilities

- 32 -

11. En. Kok Peng Haw Juru Analisa Sistem Karan Bank Simpinan Nasional

- discussion on COM facilities

12. En. Shamsir bin Ghazali Pengarah Bahagian Kewangan MARA

- discussion on availability of computer facilities

13. Vincent Tan General Manager NIE Computers Sdn. Bid.

- discussion of TRS80 programs

14. Hewlett Packard (M) Ltd.

- discussions on possible aid to National Library

15. IBM (M) Corp

- discussions on possible aid to National Library

16. University Sains Malaysia

- discussions on MALMARC

17. Telecommunications Department

- discussions on DATEL

33 -

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