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Minder, ThomasThe Regional Library Center in the MID 1970's; AConcept Paper.Pittsburgh Univ., Pa. Graduate School of Library andInformation Sciences.Nov 6845p.University of Pittsburgh Book Center, 4000 FifthAvenue, Pittsburgh, Pa. 15213

EDRS Price MF-$0.25 HC Not Available from EDRS.*Libraries, Library Cooperation, Library Planning,*Regional Libraries*Pittsburgh Regional Library Center

ABSTRACTThis paper identifies the major characteristics of

the Pittsburgh Regional Library Center as it might look in the mid1970's. It is a-long-range look at what is technically andorganizationally feasible, and is organized into five areas: (1)

parameters around which the Center is to be designed, (2)

characteristics of tools and systems now available or expected in thenear future, (3) basic characteristics of the Center, (4) presentstate of development of the Center's characteristics and (5) majorsteps leading to implementation of this future Center outlined withina time frame. This paper seeks to develop the concept of a regionallibrary center and what it can accomplish. (MF)

O

OTHE REGIONAL

LIBRARY CENTERIN THE MID 1970's

A Concept Paper

byThomas Minder

Executive Director, The Pittsburgh RegionalLibrary Center

University of Pittsburgh

Graduate School of Library and Information Sciences

1968

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Copyright®1968 by Thomas L. Minder

Library of Congress Catalog Card limber: 68-59152

Published-November 1968

THE PITTSBURGH STUDTRS IN LIBRARY

AND INFORMATION SCIENCES

Jay E. Daily, Editor

1. The Regiona libutny Centet inthe Mid 1970'4; A Concept Papa,by Thomas Minder.

Publications available from

The University of Pittsburgh Book Center

Pittsburgh, Pennsylvania 15213

........................,

i

1

GRADUATE SCHOOL OF LIBRARY AND INFORMATION SCIENCES

UNIVERSITY OF PITTSBURGH

Publications Board

Harold Lancour, Chairman.

Jack Belzer

Jay E. Daily

J. Clement Harrison

William V. Jackson

Frank B. Sessa

Elinore S. Thomas

Wader The Regional Library Center in the Mid 1970's 1

CHAPTER I -- STUDY GUIDE AND PARAMETERS

INTRODUCTION

The Pittsburgh Regional Library Center has beenestablished as a non-profit corporation. The mem-bers include the University of Pittsburghg Carnegie-Mellon University, Duquesne University, Mount MercyCollege, Point Park College, Robert Morris JuniorCollege, and the Carnegie Library of Pittsburgh.Although these charter members are all located in theCity of Pittsburgh, it is expected that the member-ship will eventually extend to institutions withlibraries within a 200 mil radius of Pittsburgh.The purpose of the CentEar is to improve the overallefficiency and effectiveness of each member library,and the group as whole, primarily through coopera-tive efforts.

During the initial year of operation the Execu-tive Director has been asked to develop a programfor the Corporation. This document is the firstworking paper leading to that end,

The objective of this aPer is to identify themajor characteristics of the Center as it might lookin the mid 1970's. Tt is a long-range look at whatis technically and organizationally feasible. Moneyand personnel are assumed to be mailable.

The paper is organized into five areas:

1. The parameters around which the Centeris to be designed are identified.

2. The characteristics of tools and systemsnow available or expected in the nearfuture are summarized.

3. Basic characteristics of the Centerare outlined.

4. The present state of development ofthe Center's characteristics is dis-cussed.

5. The major steps leading to implementa-tion of this future Center are outlinedwithin a time frame.

Although this paper is addressed to the membersof the Pittsburgh Regional Library Center, the commentsand recommendations will apply to almost any cooperativelibrary organization.

Minder. The Regional Library Center in the Mid 1970's 2

PARAMETERS AND ASSUMPTIONS

The words "publication" and "book" in this studyare used in the generic sense and mean any form ofpermanently recorded information (e.g. a stone tab-let, magnetic tape, movie film, printed page).

Man's need for information is identified usuallyin less well-defined, discrete terms. He shiftsfrom one medium to another and combines media to fithis specific needs at the moment. His decision isbased upon such factors as time, cost, personal ha-bits and education, facilities available, and de-pendability of his sources.

The readers' service problems have been summedup succinctly by one engineering professor, "I wantto be able to find appropriate information to solvemy problem with a minimum of effort, time,, andambiguity. I really have no concern as to the sourceof that information, whether it be another person,an experiment, or the literature." This implies ,

a system not only static with the material availableon the shelf, identified in the catalog, and the staffwaiting to serve the patrons, but also dynamic inpresenting and manipulating permanently recorded in-formation in a way that supports the user s wholeinformation gathering and evaluation procees. Thisdynamic role may mean a closer relationship of thelibrary with the work of the classroom, curriculumcommittee, or community that the library 'serve's.It may mean the design of catalogs, and circulationservices beyond the walls of the library and withinthe laboratories and offices of the users.

On the other hand, the library has limited re-sources with Which to aid the patron. Publicationsmust be selected, acquired, processed, and servicedas time and money permit. Technical constraintssuch as space, the limits of tools, and the inher-ent characteristics of language circumscribe thelibrary's efficiency and can be summarized as thelibrary's second problem--the need to make servicesavailable at least cost. The solution to any libraryproblem equates effective service to the patron withinternal efficiency. The goal of system analysis andsystem design is to arrive at the optimum balancebetween the two factors.

Minder: The Regional Library Center in the Mid 1970's 3

The control of publications is fundamentallythe records associated with these publications. Inthe library these records are grouped into files byfunction, such as the card catalog, bibliograpies,circulation file, and the outstanding order file,excluding the ungrouped records of various processingslips. Although this study occasionally will referto specific records and files, emphasis will be onthese records as a complete control system. The basicunit in this controlled system is called the biblio-graphic record. The data within any specific recordmay contain all or any part of data to be found in thepresent library records or files. The bibliographicrecord designed will be to include additional dataas they are identified or created in future studiesby the Center.

The Center has a radius of two hundred miles butits present membership is limited to the Pittsburgharea resulting in the Center's design in two parts.Locally, distance is relatively insignificant in del- .

termining system efficiency and effectiveness, but asthe distance from Pittsburgh increases, a differentset of standards must be used to determine efficiencyand effectiveness. This first study considers onlythe local situation. A later paper will consider theeffect of distance on the total design of the Center.

Minder: Thr Regional Library Center in the Mid 1970's 4

CHAPTER II -- LIBRARY TOOLS

Of the tools necessary for the development ofan ideal system, some are being developed, othersare, available but have not been tested or used inan operating library environment. This chapterwill describe the types of tools now available, andthose probably available for our use when we needthem. Not only must these tools be operational,but they also must be economically acceptable.

A library is organized physically for the hand-ling and identification of publications and theircontents. Although some tools might serve bothfunctions, they may be grouped in one of the twobroad categories according to their present capa-cities either for efficient handling or effectiveidentification of publications.

PUBLICATION HANDLING

Publication-handling tools are those aids tothe storage, as well as the reproduction, and trans-portation of the physical publication, such partsas pages, articles, and chapters. This review isintended to highlight the basic characteristics ofthese tools and suggest the role that each type mightplay in the Regional Center of the mid 1970's.

STORAGE

At present, the significant modes of storageare the micro-image replica and the original volume.Electronic storage, cuch as the use of computer-controlled magnetic tapes for the storage of wholepublications, is too expensive for our consideration.

The tools for bulk storage of original volumeare of two types. The first, compact storagestacks, reduce the amount of dead-air space to aminimum and make access to material relatively easy.Statistical studies enable us to predict theamount of space to be gained, the amount of moneyto be saved, and the improvements of service whichwill result from the introduction of these compactstorage stacks. An accurate prediction of theeffect of these stacks on the Center can be made by


Modifying' existing studies to fit our own specifica-tions.

The second method of bulk storage is to acquireeSeparate physiCal facility away from the existimiLibrary, preferably in a low rent area, but closeenough to the Library for relatively quick service.Gathering data to make decisions concerning the useof this type of storage is not nearly so easy be-causeinany factors are determined by local condi-tions. As-far as low cost storage and service fromthese facilities are concerned, practically no newtoOls-art 'available to assist with the physicalhandling of matetials. We are limited by the inher-ent Characteristics of traditional stacks, booktrucks'-book boxes, etc. *We have made very littleProgress'in-our efforts to reduce. the manpower andthe time delayS necessary to service these, collec-tions.

The alternate method of storage is to convertmaterial to some form of micro-image. Much,has beendone to make this form of storage inexpensive toprepate:ancl*Seiv4.ce. /- Devices- are being developedto' Mak-sOrVice: ton:; both - roll film and film cards'.(e';'44;'MiorOfiche) easy At: the present time, it..seems that MiCrOcards (black on white micro-images)have a brief future. With the use of present toolsfor,handling the film and quickly locating pages,

service -nearly as fast with film,present .stack= service, in all but the

66AllestAlbraries.;

The(fproblem' with microimagery is- its physio-10:gidar:-and -psychological .effects on patrons.- Critics-'763:airetliat--teading-blown-up copies on the .standardIreadeeTS) fatiguing -to the patron. He tends to resist

adjUstMentsin' his reading habits.. Thefl*iicr0-ithageti lield-.±tiay have reached a plateau inthe development oftools-that are acceptable to patrons.ft".'kedearcherd,can progress farther, micro-imagestorage May-have-A' significant impact on. material°`storage- for both current .and.old items.

AYpoSiibIe storage medium 'worthy of note is the7111n44diticl!tape- edition of -books -being used by ,pub-A.ithers to 'control 'printing machines. The complete-ly formatted text (that is, the text and the instruc-

'ttiOni-rieededto- organize the *text on a page). is stored

Minder: The Regional library Center in the Mid 1970'4

on magnetic tape, which a computer uses to controla photo-composing machine. If and when these tapesare made available to libraries and informationcenters, we may be able to use them as a storage medium.The state of development in this storage tool, how-ever, is still too primitive to be considered by theCenter at this time.

F.dysical retention is only ha2f of the. problem.Whatever is done to store imatetial-%, !particularlyif this storage means physically separating Laecollection) will require extensive record-keepingand the developmat of efficient tools for identify-ing-library materials and their locations. Allthe advantages of storage can be lost if the librarymust maintain manual records. In all probability,the development and use of efficient identificationtools is the key to an effectice storage system, tobe considered later in more detail.

REPRODUCTION

This selection is. limited to those devices whichreproduce the whole text or selected portions of it,grouped into three categories: permanently recordedreproductions, non-permanent types, and optical scan-ning types.

The library profession is well aware of the usesof permanent types of reproduction such as Xerox andPhotostat. From the library point of view, thesemachines offer either dependable and inexpensive copieswith poor print quality or high print quality at a highprice and slow service time. At the moment it seemsthat the manufacturers have reached a plateau of pro-duce quality. Research and development seem to bedirected toward faster copies that can be transmittedelectronically, rather than the development of higherquality copies faster and at lower cost. The Centercan be expected to make heavy use of the existingdevices for on-the-spot reproduction work. There islittle doubt that both types of machines (e.g. Xerox,Photostat) will be needed to meet broad patron demands.Perhaps the extension of copiers depends upon ourability to organize the library around effective use,rather than appending copiers to existing operations.

Extensive effort now goes into the developmentof efficient optical scanners. These devices optically


scan-a page and convert printed symbols to electronic.-impulses. At present, they cannot effectively scanthe fonts found in books, on library catalog cards,etc.. Even if they could, it seems doubtful that theyever will be able-to compete with Xerox for on-the-spot reproduction. Their efficiency as remote re-production devices cannot be predicted at this time.The main research and development effort in this areais not aimed at developing competition with repro-duction devices, but rather at developing a tool toconvert efficiently large masses of data into machinercadetiv; form for computer manipulation

The TV camera and receiver exempliZy non-pemanent-types of reprodUction:- This type of device quicklyIplacesHany item from-An entire, collection in the-patron'soffiCe or StUdy: _A simple method would be;to,place-a:printed copy-of a publication in front ofa-,TV:camerafor the patron's remote viewing. TheultiMate scheme wouldbe,to have the entire textStored electronically-in-A billion word storage de-vice. The computer and television would bring the4Aformation_to_the patron, who would select andcontrol aliublication completely without a librarian'sinterventior.

At the present time the technical and economicfeasibility of this last concept gives it very littlechance of being realized in the library at our levelwithin the next few years. It should be noted, how-ever, that national groups such as EDUCOM are lookingseriously into its development. may be able touse this scheme later as a by-product of their effort.

Ilowever, the use of a local TV network among mem-lber libraries andimsiness offices, using people to place:the book in front of a camera, is quite feasible thoughits practicalityimight be challenged. The use ofthis tool would go a long waysin satisfying theengineer's demands to reduce time for dependable in--formation gathering to a minimum, granting thequestion,of cost'versus patron's use. Will patrons.demand and use a TV scanning system ^r any otherexotic information handling tool? Their reaction to

haS,been, less than encouraging. Even ifthe deMandisettablished, we do not know to whateXtent the, institutions will be willing to absorbthe increased cost of this type of service.

Minder: The Regional library Centa in the Mid 1970's 8

It is my belief at the moment that the develop-ment of a TV/library system should be considered asan educational responsibility, with the library act-ing as an active prime mover and supporter. That isV..) say, we should actively support, aid, and encourage(perhaps even prod) the educator to use the TV tobring the library and recorded information closer to

the classroom. At the same time, we should recognizethat the classroom is his domain, not ours.

Video tapes more or less combine publicationstorage with permanent and non-permanent reproduc-tion characteristics. Books stored on video tapecan b- reproduced permanently, either locally orremotely, and transmitted for remote TV viewing.This storage medium is too bulky now to compete withmicroforms. The service problems would approximatethose of the 1Jook. Special applications may be foundfor video tapes in the library in the next few Dears;however, the limitations noted here are likely tohinder its use as a significant publication storagemedium.

Photo transmission or the wire photo has beenused by newspapers and the weather bureau for along time. At the present time, its application inthe library is limited. Transmission is slow, thequality poor, and the cost high. If these deficien-cies were eliminated, it might become a useful toolfor the transmission of whole pages and photographs.

TRANSPORTATION

The section above discussed some ways in whichthe whole content of pUblications might be reproducedand transferred from one place to another electronic-ally. Each of these l devices is expensive and compli-cated to use. From the library point of view theyare still in the research stage.

It is discouraging to review the work going on toimprove the physical transportation or movement of books.Time and motion studies have been made on the move-ment of books within a library and between libraries.Various devices for handling books have been evaluated.Yet, at the present time, there appears to be littleprospect of any significant improvement over thestack boy and the messenger.

Minder: The Regional library Center ire 111' Mid 1970's

- The limitation on the time taken to get the bookto the patron once he has identified what he needsmay prove to be the principal constraint in the amountof-- cooperation that can be developed among the memberlibraries. Our hope lies in the close proximity ofthe_,member -libraries. Less than four miles separatethe most distant of member libraries. The importanceof good _transportation between libraries and the lackof- reliable data on the quality and cost of transpor-_tation suggest that studies in this area should beundertaken at a very early. date.

COMMENTARY ON PUBLICATION HANDLING TOOLS

Despite our need to improve publication handling,_.it appears that the Center will not do any thing._novel or...significant for the handling of publicationswithin the library o:e to deliver publications more_speedily to- the patron. However, :nothing inherentin- the material-handling problem will preclude theCenter from introducing new tools as they are develop-ed .or become _effective. The only area where cautionis. --to: be-observed -is in the use of -micro.-image forms.Art extensive conversion program from paper to filmmight prove to be .a.-costly error. Other tools can be

,Aritroduced on an experimental basis and be implemented:as :the experiments dictate. Retracting a microfilmerror is very difficult if the originals have beendiscarded.

IDENTIFICATION TOOLS .

;-The size of collections, and the demands of patrOnn..rave grown to the point-where users of libraries sufferfrom. the laCk of adequate- _tools for the identificationof Y.publications . ancl of their contents. This problemextends froM searching the .card catalog, to circulation,uandi7binding. We are limited in the amount of identifi-

_ cation :that can be given. Ambiguities and errorsalso tend toreduce the dependability of identificationtools in, the, eyes of the- patron. Library records (e.g.catalog=-cards, 'circulation records, -and order slips)are slow and ,experiaiver to manipulate. It is even:harder to manipulate the:data fields (author, _title,dealer, etc.) on these cards. It is my intention in'this section to -look at , the tools that might be use-ful in improving the handling of identification -,

records .within the library.'

Minder: The Regional library Center in t'ite Mid 1970's 10

The identification of library materials andtheir contents is the pivotal part in every inter-nal, dynamic operation of the library from theinitial receipt of the publisher's announcement,through technical processes and reader's service,to the final withdrawal process. The complexityof the identification process, the large volume ofdata and number of processes involved, and thesignificance of the problem have caused the libraryprofession to focus attention in recent years ontools to relieve this burden. The probable useful-ness of the digital computer as an identificationtool has interested librarians.

Identification media can be discussed in termsof their relationship to the patron and in terms oflibrary technical processing needs. The patron usesindexes, catalogs, abstracts, bibliographic citations,etc., as vehicles that will lead him to the publicationdesired. Occasionally, these sources also answer hisquestions. The library, on the other hand, uses thesetools, especially the bibliographic record, as devicesfor the selection and control of material within thecollection. The same elements of data (e.g. author,title, date) are frequently used by both groups, butriot for the same reasons. For the sake of brevity,the term bibliographic record will be used in placeof the more specific terms such as citations, abstracts,catalog entries, circulation information, and orderinformation.

STORAGE AND MANIPULATION

The tools for storing bibliographic data havetraditionally been the card file (e.g. card catalog)and listings in book form (e.g. periodical indexservices and book catalogs). Technical processeswithin the library tend to use the book list. Cardfiles are dynamic in the sense that they are continuous-ly undergoing change as items are added, deleted, oraltered. They are static in the sense that they are,usually to be found physically in only one place.The book catalog, on the other hand, can be distri-buted. Updating of the book is hard, if not impossible,if it has been widely distributed.

Both of these tools are severely limited by theclerical labor involved, by the feasibility of multipleentries, and complex filing rules. The card file andbook listings have another characteristic that


may not be considered a limitation according to yourview. There is a tendency to develop multiple filesfor various operations. For example, the Reader'sGuide lists journal articles only, leaving monographlistings to the Cumulative Book Index. Librariesalso tend to have acquisitions want-lists, authorityfiles, central serials files, circulation files, andthe card catalog as separate tools. The integrationof one or more of theses files is not common.

In recent years, there has been an attempt toreduce these defects and limitations by introducingmachine-readable records and computers. Machine-readable records, such as Hollerith cards and edgernotched cards, are an attempt to reduce clericallabor and-combine files. In most cases, the advan-tages of these tools have not been proved. At tiesthe economic or service improvements were marginal.At other times, an old disadvantage was replaced bya new one.

Yet, punched cards have some advantages worthnoting.= A single machine-readable record can beused repeatedly to produce various oatputs on de-mand. Mechanical devices, for example, can be usedto do many of the common clerical operations. Thedata-manipulation characteristics of machines permitthe automatic accumulation of management data (sta-tistics) previously ignored because of the laborrequired to accumulate them.

Perhaps the single most important defect of punchedcards, is the amount of data that can be storedefficiently. This limitation tends to cause the de-signer merely to automate an existing operation,rather than to design around fundamental principlesand-basic goals. I know of no case where a punchedcard system crossed over traditional library-organi-zation boundaries and caused the reorganization or'integration of acquisitions, cataloging, circulation,and binding into a single system.

The digital computer did not make a significantimpact on the library.problem,until the introductionof-the present new third generation design. Themachines-that predate the IBM 360, UNIVAC 1108, andthe RCA Spectrum 70 did not have the storage capacityOr'the peripheral equipment needed to do library jobseffectively. Not only do these new machines have

Minder: The Regional Library COW in the Mid 1970's 12

adequate storage for library purposes, but they also

have remote control devices that will, in effect,make the computer continuously available to the user

from remote locations. Even more significant than

the remote terminal feature is the fact that larger

data storage will permit the library to design a single

bibliographic record that can be used from the initial

request through technical processes and the readers'services to the final withdrawal decision.

We can widen the bibliographic services providedto patrons by giving them more information than is

on the traditional card catalog. We can move tl.isbibliographic record into the user's office, if that

office contains proper equipment. Filing rules cease

to have meaning because the user asks a query of the

computer rather than performing a manual search of the

file. Filing rules for a computer-controlled file

are based on computer efficiency and patron use pat-

terns. Alphabetic characteristics, the organization

of knowledge, and the mnemonic aids Vow used fordetermining file organization have no meaning. Mul-

tiple entries are no longer needed since the computer

can search any combination of characters within a

single record. For example, each book has a single

record with separate fields on the record set aside

for author, title, cost, borrower's identification,

etc. The computer will select those fields of data

required for each query and in addition can locatematerial even from incomplete citations (e.g. the

root of a word in the title).

The computer offers great potential for the con-

trol of the bibliographic record. The computer,through this bibliographic control, can affect the or-ganizational structure of the library. Unifying the

files can unify the functions of the library (e.g.

acquisitions, cataloging, circulation, and reference).

The ability of the computer to absorb many of the

clerical operations associated with these functions

encourages a radical change in organizational structure.

These potentials are obviously not free and easy

to realize. A computerized system should be designed

as a single unit--that is, the ultimate design should

be conceived and all the interactions between parts

taken into consideration at the time the design is

formulated. Implementation might be done piece by

piece, but these pieces must eventually fit into a


predetermined overall pattern. An alternate designapproach frequently is used today. This is to auto-mate an existing operation, then design succeedingoperations as you go along. This often results inthe superimposition of a computer onto a traditional,manual library structure. This alternate approachassumes that the traditional organization and manage-ment structure within the library are correct. Theavailability of techniques such as systems analysis,and powerful tools, such as the computer, makes thisassumption invalid. A great deal of preliminary fact-gathering is necessary before computer programmingcan begin. The latest generation of computers isnew. Qualified programmers are few and lack extensiveexperience. We can predict success from the resultswe have seen with other systems, but we cannotguarantee it. No one has a sure route to follow toreach success.

Finally, the computers and their maintenanceare-expensive. It is doubtful that any one memberof-the'Center could support a com7uter large enoughto :do' all the jobs required within a single library,and even so, the nature of the library's use of acomputer is such that a machine dedicated solely tolibrary problems would be idle a great part of thetime.- Libraries .store -much with as few operationsas possible - the opposite of scientific use of thecomputer.

BIBLIOGRAPHIC RECORD REPRODUCTION

The library has fohnd'tools-for the reproductionof bOOkkand:pageS use-fill as for the reproductionof all, or parts of its bibliographic.record. The patron*ants to compile bibliographies form indexes and thet4;,,a-Calog.- The SaMe-bibliOgraphic data (or fields)in: a,*ecord'are used-overand over again by many peopleJOr,M'any reasons:: This repeated need -for, the same4aiasuggestS that the 'system must be able to provideaccess' to data repeatedly, and-tools musthe'availible- SO-that this data can be efficipntly re-produced, for instance by teletype., It has the abilityof remotely reproducing data from many locations as thetxansMitter is impulsed locally. It,can produce aOrmarient storage record automatically. It is accurate,`dependable, and inexpensive.


The telephone is also a reproducer of biblio-.graphic information, but it cannot retain this in-formation. For this reason, its accuracy level islow when used as a library tool.

The digital computer is useful as a centralcontrol device for assembling data for reproduction.It can quickly select data and arrange it in anydesigned format. It also operates on the principleof "action by exception"--that is, there is no re-production of data within the file except when ademand is placed on file. This fulfills the functionsof circulation lists and book catalogs.

As a production device for answering queriesand the production of tailor-made bibliographiesfor the patron, the computer is efficient and asatisfactory reproduction tool. However, repro-duction devices attached to the computer (i.e. printers,card punchers, and remote terminals) operate on theprinciple of character by character reproduction.For this reason, this method of reproduction tendsto be very expensive when multiple copies are needed,so that less expensive devices are required to extendthe computers capacities.

COMMENTARY ON PUBLICATION IDENTIFICATION TOOLS

I believe that many of the publication handlingand publication identification tools described inthis Chapter can be used as partial solutions to thetwo basic problems presented at the beginning of thispaper; namely, the need for better service to patronsand the improvement of library efficiency. Thesetools play only a partial role, however. Libraryprocedures, organization, and management are perhapseven more important. An efficient tool that no oneuses (or uses poorly -) has scant value. The use ofoverall systems design techniques in the developmentof the Center in the mid 1970's is not a topic forconsideration in this paper. I wish only to observeat this point that the tools fit into the overallsystem; not the converse where the system is designedaround the tools.

It is rather obvious that I see the computer asthe most powerful bibliographic control device avail-able within the next few years. At the same time,


I see a very limited future for it as at tool forthe storing and handling of whole publicationsbetween now and the middle 1970's.

The computer givss us the chance to break throughfixed patterns of library design if we avoid the temp-tation of attacking existing individual problzms onan ad hoc basis granting contrcl.of the bibliographicrec5FICEE a key not only to publication identificationMit also to the publications themselves. Not onlywill it affect basic library design in the long run,but it will simplify specific processes such as materialstorage, circulation, and the like. This stronglysuggests the centralization of all bibliographic recordsof member libraries into a common file that can becontrolled, queried, and altered remotely from eachinstitution.


CHAPTER III -- THE CENTER IN THE MID 1970's

An analysis of the problems outlined by memberlibrarians (Appendix I), the geographic proximity ofthe'members, and the characteristics of the toolsaVailable,suggest'a -basic structure of: the Center.Some kind of common storage or stack facility is-indiCated:::Centralized technical processing alsoiS'indiCated:- These two suggest that some Sort ofreaders' services 'should be provided. The problemsaSSoCiated:with,record-handling and control alsoimpaythe development of:a centralized data pro-

.'cesSing'faCility. All Of these factors would havean indireCt'effect on the,relationship of the.li--brary'to the patron:- A direct assault on this

A3rdblem_isneeded.,.The integration of=a11_ of theseareas (though not necessarily a physical integration)almost inevitably would result in a unique managementstructure. Let us look at the overall profile as itmight appear in a few years.

PATRON RELATED ACTIVITIES

Let us begin by a discussion of a library tohouse and service the milection of publications.

At the present time, we really have only twoefficient publication formats, the paper originaland the microform. During the next decade, we canexpect an increase in the use of microforms. Itseems very unlikely that the mass conversion ofpresent books to microform will be undertaken becauseof the high ratio of conversion costs to expecteduse and space saving. The printed book as we knowwill continue to be predominate.

There is a very large probability, however, thatmicroforms will be purchased in lieu of binding formany journals. Once the library has developed adequatetools for the evaluation of users' habits, we canspecify the journals to be converted and the numberof years to retain the original for browsing purposes.

More important than the journal, is the matter ofstorage of little-used materials whether they bemonographs, journals, reports, or other forms. TheCenter requires a stack facility large enough to handle:


1. the perTanent storage of little-useditems;

2. temporary storage of selected items;and,

3. a core collection of items for whichit has been agreed that only one copyis needed in the region.

If we developed such a facility, with these limitedobjectives, we would have only a safety v,-f.ve. Themembers would continue to collect materials as they donow. There would be little incentive to develop aregional selection program which could equally satisfyparticular objectives. From time to time materialwould be sent to this storage center to relieve localpressures. Although the members would gain temporaryrelief from storage pressures, such a facility wouldinconvenience patrons and, cause excessive handlingof both publications and records for everyone concerned.The storage of, little-used materials alone is a poorbase from which to design the Center's stack facilityand.service, but by beginning from a different basewe can relieve overcrowding and, accomplish much moreat the same time.

The previous chapter indicated that we cangreatly increase our ability to handle bibliographicrecords through the use of a computer with remoteterminals. Copying devices also improve our capacityio-place library materials within the patron'sworking environment. These two tools enable us tothink in terms of the creation of a "special studies"library. This would be a library designed especiallyfor those people doing independent work based onlittle-used or uncommon publications. It wouldcontain second-level material that need not be avail-able for immediate access but would be made availablewithin, a, short, time (minutes or less than half a day).The public library is included because it has a se-lect group of users who need highly specialized ma-terials. More students and scholars than ever before.rely,on the library, for access to this kind of infor-mation.

, .

Thewould beregionalone copyregionalIt would

book selection policy for such a collectionbased upon the development of a commoncollection with both depth and breadth, withof each publication expected to have widevalue and not found in a member's collection.avoid areas of rather narrow or restricted


interest such .as law and medicine. Hopefully, sucha collection would strengthen the overall coverageof literature so that scholars, regardless of theirinstitution or company affiliatiGn, could recognizethis collection as a resource for material of limiteduse.

Such a collection would have a direct effecton the two basic problems stated at the beginningof this paper. Together with his local library,the patron could have a comprehensive collectionto which he could turn with confidence. The "specialstudies" library-would also serve as a focal point towhich he could turn for assistance when looking formaterials beyond his local library. Present dupli-cation of acquisitions, processing, and service amongmembers would be reduced.

The effeat on the member libraries can be -easilyseen. At the present time, members acquire largeamounts of material eSpecially for the peculiar In-terests of :ceriain'indiViduals, such as faculty membersand graduate students. All-the member libraries-freqUentlY select an item usO that it will be avail-able in case it is requested." My suggestion is thatthese two selection criteria serve as the basis of a,speCial-studies collection.

The effect on the existing libraries-would gobeyond-central pooling. Their individual collectionswould grow tore-slowly than is now the case, and the_libraries could-be organized more-directly around the-needs of the -_current activities of the communitythey 'serve. They could be more dynamic and adjustmore rapidly to the continuing changes within theircommunities. -This adjustMent would include-the per-manent or semi-perManent transfer of material toIndividual libraries from the Center as the specialneeds'Ouggested in the preceding paragraph areidentified.

At the same time, the special studies librarywould carry with it the responsibility of providingexceptional study, reference, communication, andtransportation facilities. The TV network referredto earlier may be essential, so that the patron couldhave remote, quick access to publications when theoccasion demands. Messenger service measured interms of hours and minutes, not days, may be required.Study facilities comparable to the patron's office are

Minder: The Regional library Center in the Mid 1970's 19

necessary if we are to provide services to equal thoseon his own campus. Very competent readers' servicelibrarians would be required. Finally, there mustbe rapid, complete, flexible bibliographic control,so that all member libraries could be made continuouslyaware of the ever changing status of the collection.It must also be possible to move whole segments ofthe collection to member libraries as special needsare created. The central bibliographic record re-ferred to earlier would provide the means by whicheach library, and each patron; would look upon thecentral collection as a branch of the main libraryat hand.

Actually, this last phrase sums up the conceptrather well. By the use of good management, trans-portation, communication, and bibliographic control,each library would look upon this central collectionas another special collection within his own system.

With the aid of good management data system,the amount of conflict over control of material andsrvicas between libraries can be reduced to an ar-bitrarily low level. Through statistical evaluationmethods we would be able to predict those areas wheretwo or more groups will make, simultaneously, the samedemands on the collection. Once these are predictedwe can compensate for most of them. This proposedcentral library and service center will also be ableto accept outside service now being handled indepen-4dently by member libraries. It could handle allinter-library loans and most reference queries fromoutside the member libraries.

If the member institutions are to take advantageof the computer controlled indexes, such as ChemicalAbstracts, Engineering Index,.and MARC, a pooling ofservices such as the one proposed seems mandatory. Itis doubtful that even the largest libraries can affordtheir own facilities for processing and servicing thesetapes. These machine readable bibliographic servicescan be directly controlled from terminals in member li-braries though the files and the computer are centrallylocated.

Having made an argument for a central physicalplant, we should note that in actual practice we mayfind a division of responsibilities among memberspreferable to centralization in many cases. For example,

.1110101....L...441401........7

Minder The Regional Library Center in the Mid 1970's 20

one of the member libraries might accept inter-library loan responsibility for the Center. Existingspecial collections, such as Duquesne's African Col-lection, would remain in their present locations,but would be maintained and serviced by Duquesne asa regional resource.

PATRON-LIBRARY RELATIONSHIP

This discussion of patron-related activitieshas concentrated on a "special studies" library and"service" to the patron. A static service must bereplaced by active integration of the library intothe whole information spectrum of the community whichsustains it. Ways must be found to bring library,lecture, and laboratory into one unified system. Dr.Havighurst foretells this organization when he saysthat the educator considers the "...human mind as an:instrument of learning rather than a storehouse ofknowledge... This means that they (students) mustlearn_to use libraries, laboratories, and their cam-munities,as sources of information."* Other, personsboth within and without the library profession havemade similar statements in recent years concerningthe library's future role in society..

A program_ .to develop this type of patron-relatedorganization is vital to the future of the Center andto librarianship. The proposal outlined in this paper-does not suggest participation in such a program by theCenter because it must be worked out between the memberlibraries and the communities to which they are attached.However, such a program does not exclude the Center.Each library must provide its community with servicesthat can effectively supplement with the lecture and thelaboratory as information sources. The Center helpseach =library to become an effective tool of coordination,by serving as a technical advisor on projects whichintegrate the community's information sources.

* Dr. Robert Havighurst, "Educational Changes; theirimplication for libraries." ALA Bulletin, v. 61, #5,May 1967, pp. 537-43.


TECHNICAL PROCESSES

The previous sections suggested changes whichwould alleviate some of the patron's problems andaffect his use of the library. At the same time,the Center would be able to make significant im-provements in a library's internal activities.

The members suggested a common, technical pro-cesding facility. We all acquire and process materialsin basically the same fashion. By combining thesefacilities, the members can operate more efficientlyand effectively; with dealer, publishers, LC CardDivision, and-binders.

Although a common, tecanical processing facilityseems essential by the middle 1970's, this facilitycould- come about by an amalgamation of existing depart-ments. Before such mergers can be made, however, themachine-controlled bibliographic record must be avail-able. A common file of bibliographic records, frominitial request to withdrawal of each item in the sys-tem, must be organized for remote queries. Withoutthis file, delays in acquiring and processing centrallywith extensive manual record keeping would most likelycause the whole system to collapse.

The question of common or compatible classificationsystems is malapropos. Each member institution wouldretain its present system. Catalogers, although work-ing in a central location, would follow the rules forthe library where the book is to be located. On theserare occasions when the patron uses the classificationnumber as a way to bring books on a subject together,he would vary his methods according to the library inwhich he finds himself.

The one area where agreement seems essential is inthe selection of subject headings. Failure to agree onthis point will surely be viewed by the patron as theimposition of intolerable ambiguity. He would expectstandardization of terms as part of standardization andunity of effort. His use of synonymous terms need notweaken-a unified system, provided he has access to hissubject matter wherever he entars the system.

Standardization of subject headings is only onedesirable feature of common technical processing facility.It would encourage other standards, so that both patronand librarians would feel as though they were using onelibrary system rather then eight.

blinder The Regional Library Center in the Mid 1970's 22

The member libraries will control both the"speoial studies" library and the technical process-ing facility. The policies and operating proceduresof the "special studies" library can be developedin such a way that it will appear and operate as aspecial branch to each member library, not as a superlibrary over the whole organization. On the otherhand, control of the technical processing facilityrust be maintained centrally. This control wouldbe:evident in the standardization of operating pro-cedures, budget control, use of forms, etc.

Neither of these concepts is new. Today largelibrary systems with branches and central processingfacilities operate in a similar way. The brancheshave considerable latitude to adjust to the patron'sneeds. Internally, the technical processing facilitywith these branches works under a tight central controlof the operation.

CENTRAL BIBLIOGRAPHIC CONTROL AND THE COMPUTER

The control of the bibliographic record has beenreferred to repeatedly. Although it might be discuss-ed under either technica:. processes or readers' services,its significance in the whole structure of the Centerin.the mid 1970's is such as to require additionalcomments.

The file itself would exist in a central computer-controlled, direct-access deVice. It would be controlledremotely from terminals by the staff of the memberlibraries. The automated Union List of Periodicalswill serve to demonstrate such a system.

The patron's use of this file would be much simp-ler than is now possible with a card catalog. Firstof all, the patron need not be concerned with theproblem of consulting multiple files. All the presentbibliographic files (order, card catalog, circulation,etc.) from all member libraries would be availablefrom the remote terminals. Second, and perhaps moreimportant from the patron's point of view, he no longerneed be concerned about filing rules. He would supplythe computer with the same kinds of information thathe now has available when he approaches the presentmanual files. The computer then searches the file in its

own way. The machine supplies the patron with the infor-mation that matches the patron's stated criteria.

Minder: The Regional library Center in the Mid 1970's 23

File maintenance is accomplished in a computer-controlled file by instruction. The computer is toldto add, delete, or change whole entries or specifiedparts of entries, one by one on individual records asappropriate. A single instruction can be used tochange any or all records in a file. For example,all the subject heading entries entitled "data pro-cessing" could be changed to "automation" by givingthe computer one instruction via any terminal in thesystem. Of course, maintenance instructions wouldcontain a security key so that only the appropriatepersonnel could make alterations to the file. Addi-tional information on the design of a record is givenin Appendix I.

The computer would be used as the interface betweenthe regional members and other networks such as otherregional installations and EDUCOM. A tie between anyterminal in the system and any other network is tech-nically feasible using the computers in each networkas the switching and communications media. The needfor such an elaborate system is questioned at thistime. .A single tie between regional headquartersseems adequate; even this link need not be computer-controlled.'

The proposed system is basically a library.Information retrieval has not been considered an integralpart of the overall design. However, indexes such asChemical Abstracts are rapidly becoming available onmagnetic tapes. NASA and DDC document abstracts arenow available. A 5% sample of the 1960 Census isavailable. The Center must be able to service these"publications" as it would if the information were inbook form and begin exploiting these tapes by providinginformation that could not have been made readilyavailable in book form. Computer programs for makingsimple searches of these tapes are available, eitherfrom their publishers or easily written. During thedevelopment of the other phases of this program, thereappears to be no reason for the Center to exploit thetapes beyond the minimum for effective use.

A tool with so much power, significance, and in-fluence as the computer would certainly ..)e given specialconsideration in the proposed Center. Yet in allprobability, the Center will not need to own a Computer.Despite the large number of users and frequent query

Minden The Regional Library Center in the Mid 1970's 24

demands, the daily load on a large computer, such

as the IBM 360 Mod 67 or the UNIVAC 1108 now being

installed at Carnegie-Mellon University, is suchthat all the library queries put together wouldprobably amount to only a few minutes of computertime each day.

The Center would have its own-staff of programmersand analysts, but no computer. This engineering ser-vice-oriented staff within the Center would providecentral service and advice to the members on othertypes of equipment, such as communication and copy-ing devices and would be able to serve as consultantsto the members with local systems analysis and design

problems.

MANAGEMENT OF THE ORGANIZATION

The previous sections have suggested the waythe Center should look in the middle 197=i's fromthe point of view of the patron and the librarian.Such an organization would also affect the managementstructure of the Center and the member libraries.

As changes take place, the management structurewould evolve into one that fits the needs of each

institution. Rather than an attempt to predict howthese structures would appear, it is enough to listsome, of the responsibilities of the two groups (Center

and members) and leave the structure to the imagina-

tion of the reader.

A. Member libraries' responsibilities1. Local reference2. Collection selection policy

a. Local needsb. Regional needs

3. Patron's education and related programs4. Local circulation input5. Bibliographic record control requiring

local variationsa. Circulationb. Limited file maintenance

6. Local stack control7. Local management data gathering and

evaluation8. Profession liaison and an advisory role

with the central technical processingfacility

Minder. The Regional library Center in the Mid 1970's 25

9, Advisory council member on the Center'sexecutive board

10. Summary .

a. Concentrate on professional ser-vices for readers

b. Release as many clerical and tech-nical duties as possible to theCenter

c. Release technical processes to theCenter

d. Help build and 'control a central"special studies" library

B. Center's responsibility1. Maintain a "special studies" library2. Maintain a central technical processing

facilityDesign-and operate tools of common use(computer, TV, etc.)Operate-a messenger and delivery serviceEducate librarians in the operation of

. a. SpeCial tools (computer, etc.)b. Regional sistems

6. Advise members on new technical develop-.: ments

Operate a management data center for allmembers

8. Operate inter-library and intra-libraryloan systems for members

9. -Maintain an information clearinghouse forscholars (locate special talent andinformation resources)

10. Design, implement, and evaluate systemsof common interest

11. Chair the standards committee of memberlibraries

12. Chair the material selection committeeof member libraries

13. Liaison and interconnections with nationaland other regional systems

14. Summarya. Service facility to member librariesb. Technical processing for the systemc. Minimal readers' service except to

operate the "special studies" library

In all probability the present organizationsaround operations (acquisitions, cataloging, serials,circulation, reference, etc.) would evolve into onein which the professional decision-making activitieswithin technical processes and readers' services arebetter defined and distinct from the clerical/technical

Minder The Regional Library Grater in the Mid 1970's 26

operations than is now the case. Procedures wouldbe redefined because of the communications and in-formation handling tools referred to in this paper,in both the Center and in member libraries.

The block diagram (Figure '1) lists some of theactivities that fall into major categories. Sincethe Center is tollave its own collection and the mem-

ber institutions will have tone clerical operations,it cannot be said that any blodk is the prerogativeof either the Center or the member institutions. In

practice, however, the Center would need clerical/technical personnel and the "Member libraries wouldbe staffed with 'professional librarians and custodial

personnel.

I thould like 'to make one final note concerningthe evolution and control of the-Overall Regionalsystem. The Regional sygtex(would need*a managementsystem to gather statistical data concerning theoperation Of the Center and the-nember institutions,for evaluation in reports sent to appropiate mana-gers and member librarieg so-that proper controlscan be exercised continuously.- This function shouldbe carried out today in each of-the member librariesfrom the smallest to the largest. As we combine ac-tivities, even if:a fraction of the proposed program,permanent full-time management data staff will be

required. One can summarize-the activities of such

a group by saying that from 90% to 95% of the statis-tical data gathering and manipulation can be doneprobably by machine, but, something less than 30%

of the evaluation work can be automated.

TECHNICS ...J

PROCESSING

PROFESSIONAL

DECISION MAKING*

Classification.

Subject head?

ing 'assign-

ment

Acquisition-

bUdgeting-

Dealer's

relationships

etc.

,

, 441

.,

CLERICAL/TECHNI AL

OPERATIONS

DATA::

HAND4

LING

TOOLS!'

Circulation

Stack Maintenance

Data :conversion

(keypunching,

typing, etc.)

Copying (Xerox,.

etc.)

Some' descriptive.

cataloging

etc.

x

FATA1

HAND-

LING

L.:00LS.!

READERS' SER-

VICES, PROFES-

SIONAL DECISION

MAKING TASKS*

Book selection

Reference

Patron /Library

edudation and

inteiface

program

etc.

!DATA' HANDLITG1'

MANAGEMENT CONTROL

FIGURE 1

LIBRARY AND CENTER OPERATIONAL ORGANIZATION.

*A professional

person

is one who uses the

artistic (or creative)

application of basic

principles in the solu-

tion of problems.

Minder: The Regional Library Center in the Mid 1970's

CHAPTER IV -- STATUS OF MAJOR CONCEPTS

28

A concept of the Center in the middle 1970'shas been put forth as a composite of ideas and pro-grams. It is not the intent of this paper to dis-cuss the "how" of the program. Before we can dis-cuss a time, schedule of implementation, we shouldreflect for a moment on the present state of each ofthe major sub-parts.

DEFINITION OF DEVELOPMENTAL 'STAGES

Systems development sp u continuous spectrumfrom the concept, through reseaL:ch and development,to implementation. Since these four terms are fre-quently used, it seems desirable to summarize brieflythe conditions within these categories under whicha project can be identified, whether or not they areuniversally accepted. I shall use the terms hereand in subsequent references for lack of anythingbetter.

The concept is the first stage where a reason-able, logically supported idea is described. Nomodel exists. Data are either non-existent or arefragmentary and of questionable validity.

The research stage is reached when the concepthas been redefined specifically and formally enoughso that a systematic investigation can proceed.Some dependable data may be available, but they areinsufficient for us to state specifications. Standardsmay be available at this stage. However, the uncertaindirection through which investigations may flowleaves these standards open for study and validation.No model or prototype exists in this stage.

The develo ental stage is characterized byavailability of epen able data. It is at this timethat the data gathered in research are to be con-verted to standards and specifications. Prototypesand working models are stndied in this stage. It ishere that the research data are converted into blueprints for implementation.

Im eMentation is the final stage at which thedemonstrate , work a le prototype is converted into anefficient, effective, operating system. It is thecreation of a usable product.


The first three stages imply states of continu-ous Ili= and change. Although this last stage ofimplementation results in a somewhat stable operatingproduct, it should not be assumed that this productis static or unchanging. In fact, one of the mosturgent heeds,of library degign is to create systemsthat--are dynaMic and provide for change in a directed,controlled manner to adjust to the increase of know-ledge'and the 'needs of the library's community.

STATUS'- FOO:PROGRANS

FirStwe'Must:ConSider-the =status of the machine--cOntr011ett'biblic blere-cbyd.- Our long experiencewith' ,bibiiographic atalE7-gaiting library situationshae""gdpplied'u6 With enough data to advance the stateof_this area beyond research. Computer programs arefpresentlyeing2mtittenand corrected so that adequatetOciIi'fOrthe-MAhiPulation-,Of 'the-record will be

, . .availibiewlihinmonths: Preliminary models of partsOtft:hig'reCard.'(adquisitions; cataloging, circulation)li4ve"been"tedted4,but-ha:unit tests -have-been made.We'16tillneetra deMonttration model. We have notwritten spedifiCation for massfile:conversion norhave we adequately defined how such a file will be usedin ahaiieratihgenvironment. Clearly, the singlebibliOgra'phid:"tecord idea is in ,the developmental stage.

In the-Mid 1970's, the Center's members shouldbe'-' Well- on the- wa toward. IritelrAting recorded Infiitation 'into the "wiicile-' trifOrtnatiori spectrtimtfithe library will be more closely integrated into theclassroom and the laboratory and exist less as anexternal- service. This-is beginning to happen intheileMehiary and high schools. The success of suchprojeatS'seeMg essential, not only for the Center'seffective foperation, but,also for the survival ofthelibiaryhaa-an information medium. Concepts re-lateitto'this-integration'have been discussed at vary-Ang'leliels,through the yearst.as one of the vaguelystated, or inwplied, goals' of librarianship. More'reCently,'theibtary' College" group has tried todefihe this' more specifidally. Perhaps the most ar-ticulate recent work can be found in the Proceedingsof the'Lehigh'-Conference 'on Information and EngineeringEducation: 'Some dependable data are available fromMiss-KnippLa experiments at Monteith College and in


other projects. On the whole, I should say thatthis program has advanced slightly into the researchstage, but more data and experimentation are neededbefore prototypes can be studied and specificationswritten.

Models of common, technical rocess facilitiesexist within our own 'withers e.g. Carnegie Li raryof Pittsburgh, University of Pittsburgh). Yet, aswith so many other activities within the libraryorganization, insufficient data are available forone to write adequate specifications. As of now nogroup has actually gone through the mass conversionand job reorganization that this project will require,and one can say only that we will need a prototypestudy before implementation can be undertaken seriously.Considering these constraints, it appears safe tosay that this project is at the developmental stage.

The separate independent "special studies" libraryis in the conceptual stage. Acceptance by patronScannot be predicted at this time. The Center'sstructure, to provide readers' services and technicalprocesses efficiently, is speculative. The first stepin the research stage will be to outline a programto study and gather data on this concept.

The application of many miscellaneous tools,such as page copiers, microfilm, and the telephone,are so far along that they can be considered to beat the implementation stage. In most cases, we haveenough data and experience so that applications canbe described and specifications made without additionaldata.

Television cannot be included in the above cate-gory. Although the characteristics of TV are well-known, its role as a tool for handling permanentlyrecorded information has not been explored to anygreat extent. We have yet to progress to the placewhere we are able to create an adequate prototypeand gather data for specification writing. We needat least preliminary research information on the in-fluence of this device on both patrons and librarians.TV is probably in the middle or later research stages.

This writer predicts that the traditional librarorganization around operations will be supercede by

an organization divided into: 1. management, 2. clerical/technical, 3. technical-processing professional, and


4. readers' service professional categories. It ismuch too early for research in this area because wedo not have the basic tool (machine-readable biblio-graphic record) necessary for data gathering. Intui-tively, one would think that such an organization mustfollow from the other projects. Yet, we cannot definethe specific operations and the categories into whichthese operations will fall.

Management data sub-systems have been used soextensively in other disciplines, they are a separatearea of study. The concept has been identified, yetlittle design data for libraries are available. Theconcept of using management data as a tool to liberatestatic library organization and = convert it into acontinuously changing, dynamic one, is particularlyquestionable. Hence, management data sub-systemsmust be considered to be at the beginning researchlevel.

This briefly summarizes the status of the majorpkograMs'leading to the impleMentation, of a PittsburghHegibnal tibrAry Center in the mid 4970's. As newtools-Are- developecland we, -become involved in thesystems analysis, drawingfloct,diagrams, in datagatheking and designof_experiments, the status ofthes&pkojects may regressor advance. The nextsection will discuss briefly the nature of thesetasks and present a time schedule for implementation.

Minder: Tht Regional Library Center in the Mid 1970's 32

CHAPTER V -- IMPLEMENTATION PROCEDURES

A concept of the library system has been pro-posed based upon logic with but little specificdata available, on the assumption that the membersconsider the terms "cooperation" and "regional lib-rary development" to imply relinquishing some of theirautonomy, tradition, facilities, personnel, routines,and funds so that modern library problems can be re-solved with modern tools. It seems to me that thenext step is to find out to what extent these conceptsand a proposed implementation schedule are acceptableto the members of the Center. At this stage, accept-ance need only be made in principle and in a spirit

of cooperation because hard facts are lacking andspecific projects have not yet been proposed.

PROCEDURES

After reaching a consensus of the members on thedesired end-product, the job of analysis begins. Wemust first obtain a detailed description of present

operations. This will involve interviewing and flowcharting in considerable depth. Next, quantitativedata must be gathered at selected points in thevarious operations so as to provide us with someevaluative tools.

The next step is to bring these analyzed orseparated parts back together into a new, efficient

system. New tools, procedures, standards, specifi-cations, and ideas are added to the old parts, atthe point between concept and implementation wherethe potential task is found. The manner and degreeof combination are influenced by the quantitativedata gathered in the analysis. The original con-ceptual design is used as the guide, but not theblue print, in the creation of the developing system.The very nature of research and development impliesrisk and uncertainty, without certainty of the finaloperating system when the project is in the conceptual

stage. When the implementation stage reaches completion,the final operating system and how it will operateis clearly drawn.


SCHEDULE

Figure "2 shows a schedule. A schedule is madeat this time based on my background in librarianshipand my experience in systems analysas. Undoubtedly,the factors mentioned in the preceding section willforce changes in the identification of unique projects,reorganization of the sequence, and alterations inthe time needed for the completion of specific projects.The projects are not arranged in any order of priority.

CLOSING NOTE

I lvt.tmig be appropriate in closing to reaffirmthat this pap it written, under the assumption thatpersonnel and money are available. Tools and tech-nologlas noted in, Chapter II, are available. Thedesign does not exist because.it must derive fromsystenwanalySis. This, paper has sought to developonly the concept of a regional 1:;,70.mary center andwhat it `can accomplish.

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Minder The Regional Library Center in the Mid 1970's 35

APPENDIX I

THE COMPUTER CONTROLLED BIBLIOGRAPHIC FILE

The computer controlled bibliographic fileis a single file or catalog of data used to describepubliCationi for technical processes and reader'sService purposes: Access to the file for query orUpdate purposes can be made from multiple remotelocations.. Connection to the file is made throughtelephone lines or some similar electrical method.A second "archive" of rarely used data is maintained

15elaYS. will- be -endountered WhenAccess to this information is desired.

Pile -organisation is determined by machinesearch and update efficiendv. Traditional methodsOf organitiOg the data (e.g. main entry) have nomeaning since one asks for a respon0e to a queryrather than a means of conducting a search:

--Records- within the file are- constructed inthe f011aWing manner:

1. Each record (i.e. citation) has aunique identification calledthecontrol number.

Each field or bibliographic segment(i.6. author, title, pUbligher, date,etc.) is uniquely identified by a coded-dyMbolificit- its position it the citation.

3. Each citation is open-ended so thatnew fields_can be added or deleted uponcommando

Each field appears once and Only oncein each record.

-The,coMputer controlled_bibliographic file isillustrated below. The bibliographic data for anyparticular publication will depend upon the placeof that publicationAm the library's technical pro-cessing stream or reader's service. The specificfields of:data to be supplied depends upon the statusof the person making the query (e.g. a patron has noneed of invoice or Voucher numbers). Table. (1) illuStrates the changes.ir the record. Piguiegraphically illustrates the tie'between the file andthe-vet.ious-input/output terminals.

OPERATION

-t ,

BIBLIOGRAPHIC DATA FOR:

ARCHIVES FILE

FIELDS ADDED

TO MASTER -

FILE

'

PATRON ACCESS

,

LIBRARY STAFF

ACCESS

(Patron's bib-

liog. data

plus then

FIELDS DELETED

FROM MASTER

,

' FILE

t

.

Add "MARC" tape

Request to add

new publica-

tion

Order publi-

cation

Publication

received

Cataloging

co'nplete

[

Requester's

name.

LCN2

,date3

,

"In process"

note.

Searcher's

information.

Order no.,

dealer, pricer,

copies.

Invoice no.,

voucher no.

Catalog

revisions

SBD(1)

LCN, "in pro-

cess" note.

Update "in

process" note

Update "in

process" note,

Complete cata-

log entry

Requester's

name

Searcher's

information.

Order no.,

dealer, price,

conies.

Invoice no.,

voucher no.

Update "in pro-

cess" note

Misc. acct.

data.

Searcher's

information.

LCN, invoice

no., voucher

no. amt., and

other ordering

information.

Requester's

name,

TABLE

1BIBLIOGRAPHIC RECORD CHANGES

TABLE

1BIBLIOGRAPHIC RECORD CHANGES (CONTINUED)

OPERATION

FIELDS ADDED

TO MASTER

FILE

BIBLIOGRAPHIC DATA FOR:

PATRON

ACCESS

LIBRARY STAFF

ACCESS (Patrons

bibliog. dat4

plus.the

.?4;

following

FIELDS DELETED

FROM MASTER

FILE

ARCHIVES FILE

Reader's

service dept.

action

Circulation

transaction

Withdraw

Circulation

status (ref-

erence, re-

serve, etc.)

Borrower's I.D

date due

Note of with-

draw decision.

Location in

standard bib-

liography (eg.

LC catalog)

Circulation

status

Borrower's I.D

date due

Author, title,

publication

date, withdra

decision,

location in

standard bib-

liography.

NOTE:

(1)

(2)

(3)

0111

1111

SN

ON

IMIII

IIBIN

IN

Use statistics

"In process"

note

Lending infor-

mation upon

return of

publication.

All SBD fields

except author,

title, and

date of publi-

cation.

Withdraw deci-

sion, location

in standard

bibliography,

use statistics.

SBD is Standard Bibliographical 1)ata (olthors, titles, publisher, place, date,

classifi-

cation, callation, notes, subjects). See figure (4) for MARC's list of

SBD entries.

LCN is local control number.

This number uniquely identifies the publication locally

and is used by the computer

as the controlling element each time the record is updated.

The date is assumed to be added whenever

a change to the record is made.

UJ

File Buildingand Alteration

Centerdataprocessing

_operati4n

Biblio-graphicservice.(eg. MARC;TAPES)

Central File

On-line File

File Query

PatronTerminal

Controlterminal

, Library TechnicalProceSsing Depts.

FIGURE

USER/BIBLIOGRAPHIC FILE COMMUNICATION SYSTEM

441

LibraryTechnical Pro-desseS and Ref-erenc#

ft.

.4. r 7e TAWfW177,Prv77,77,-,,,T,-,,, - , ' = . w: 4. ,.f.:75'..,,,,,;;Wygiff

Minder: The Regional Library Center in the Mid 1970's

LIST OF MARC STANDARD BIBLIOGRAPHIC DATA ELEMENTS

CONTROL FIELDS0 01 Control Number0 0 2 Sub-Record Directory0 0 3 Reserved0 0 4 Cataloging Source0 0 8 Fixed Fields0 0 9 Languages

CONTROL NUMBERS0 1 0 LC Card Number0 1 1 Linking LC Card Number0 1 5 National Bibliography Number0 1 6 Linking NBN0 2 0 Standard Book Number0 2 1 Linking SBN0 2 5 Overseas Acquisitions Number

(PL480, LACAP etc.)0 2 6 Linking OAN Number0 3 5 Local System Number0 3 6 Linking Local Number0 3 9 Search Code

KNOWLEDGE NUMBERS0 5 0 LC Call Number0 5 1 Copy Statement0 6 0 NLM Call Number0 7 0 NAL Call Number0 7 1 NAL Subject Category Number0 8 0 UDC Number0 8 1 BNB Classification Number0 8 2 Dewey Decimal Classification No.0 9 0 Local Call Number

MAIN ENTRY1 0 C Personal Name1 1 0 Corporate Name1 1. 1 Conference or Meeting1 3 0 Uniform Title Heading

SUPPLIED TITLES2 4 0 Uniform Title2 4 1 Romanized Title2 4 2 Translated Title2 4 3 Uniform Title (Collective

Works) (Reserved for BritishMARC)

TITLE PARAGRAPH2 4 5 Title2 5 0 Edition Statement2 6 0 Imprint

39

COLLATION3 0 0 Collation3 5 0 Bibliographic Price3 6 0 Converted Price

SERIES NOTESpersonal Name-Title (Traced

Same)4 1 0 Corporate Name-Title (Traced.

Same)4 1 1 Conference-Title (Traced Same)4 4 0 Title (Traced Same)4 9 0 Series Untraced or Traced

Differently)

BIBLIOGRAPHIC NOTES5 0 0 General Notes5 0 1 "Bound with" Note5 0 2 Dissertation Note5 0 3 Bibliographic History Note5 0 4 Bibliography Note5 u 5 Contents Note (Formatted)5 0 6 "Limited use" Note5 2 0 Abstract

SUBJECT ADDED ENTRY6 0 0 Personal Name6 1 0 Corporate Name (excluding

political jurisdiction alone)6 1 1 Conference or Meeting6 3 0 Uniform Title Heading

LC SUBJECT HEADINGS6 5 0 Topical6 5 1 Geographic Names6 5 2 Political Jurisdiction Alone or

wit!' Subject Subdivisions6 5 3 Proper Names Not Capable of

Authorship6 5 4 Headings Modified for Children

OTHER SUBJECT HEADINGS6 6 0 NLM Subject Headings (MESH)6 7 0 NAL Subject Headings

(Agricultural/BiologicalVocabulary)

6 9 0 Local Subject Reading Systems

FIGURE 4

, s MiAk.T.":"..771Z7359.37

Minder The Regional library Center in the Mid 1970's

OTHER ADDED ENTRIES7 0 0 Personal Name7 1 0 Corporate Name7 1 1 Conference or Meeting7 3 0 Uniform Title Heading7 4 0 Title Traced Differently7 5 3 Proper Name Not Capable of

Authorship

SERIES ADDED ENTRIESYIU Personal Name-Titlei 1 0 Corporate Name-Title8 1 1 Conference or Meeting-Title

4 0 Title

9 0 0 BLOCK OF 100 NUMBERS FOR LOCAL USE

FIGURE 4 (continued)

Minder: The Regional library Center in the Mid 1970's

APPENDIX II

41

Librarians from the major institutions in Pitts-burgh had been meeting informally over a twenty yearperiod. It became apparent in recent years that manycommon problems required the efforts of a more formalorganization. This ultimately lead to the formation ofthe Pittsburgh Regional Library Center. As a step inthis direction, representatives from the institutionsforming the Center compiled a list of pressing needs.The report of this work is reproduced below.

Library Coop GroupPressing Needs

Revised, April 22, 1966

As the pressing needs were reviewed and terminologyclarified following discussions at the last meeting ofthe Coop Group, it is apparent that there is perhaps moreconsistency and communality among the various librariesthan might first be thought. Some common categories havebeen consolidated, some eliminated as not suitable asCenter undertakings, some transferred to "Internal Pro-blems". The last has been omitted from this compilation.

1. Centralized technical processes includingshared staff time.*

2. Storage of little-used material.**

3. Improved bibliographic access, referencecenters, and faster I.L.L.

4. Cooperative collection building and specialcollections.

5. Local delivery.

6. Photo-reproduction and microfilming services.

7. Telefacsimile.

*Carnegie for community libraries in the district.

**Some do not have an immediate need, but will withinfive years.

pub date nov 68 45p. available from edrs price ...ed 039 910 author title institution pub date note...

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