X-LIB: A library application software option for libraries and information centres

X-LIB: A library application software option for libraries and information centres

S. Funmi Oketunji

Introduction

Over the past decade computers have come to play such a dominant role in the processing of information that it is unthinkable to imagine any relatively large-scale enterprise being able to function effectively without them. Libraries, the repositories of human knowledge have not proven to be any different in its improved productivity through the use of computer automation.

A computer system, according to Saffady (1982) is composed of three elements:

1. 1.

   the hardware or equipment which processes information and performs computational and logical operations;

2. 2.

   the data, or information to be processed; and

3. 3.

   the software, or programs which cause the hardware to perform specified operations on the data.

Historically, the computer industry distinguished two classes of software:

1. 1.

   systems software – those programs which enable a computer to function and control its own operations; and

2. 2.

   application software – those programmes which perform some user-specified task.

In a library acquisitions, for example, those programs which perform such tasks, as ordering of materials, receipt/invoices/credit notes and claim/cancel/return are considered as application software while the programmes that permit the development and execution of application programmes are termed system software.

Traditionally, most computer manufacturers provide system software for use with their equipment, while the application software has been viewed as the user's responsibility.

Application software

The most important decision that has to be taken in the computerisation of a library (as in any other computerised system) is the application software to use.

Application software is a sequence of instructions that will tell the computer what to do, how to manipulate data and how to relate to users. It normally addresses one aspect of computing need or the other. Most of the "off-the-software" (i.e. the readily available software) for microcomputers is referred to as "application software".

An essential requirement of application software is that it should have capabilities to:

• •

  store and manipulate data;

• •

  provide the user with capability to create a database;

• •

  enable the user to be able to input his or her information into the database created;

• •

  edit data thereby, allowing for the immediate correction of entry errors or a correction at a later date.

The choice of application software will obviously depend on your specific operations. I would like to imagine that in most libraries, application software would be required to handle:

• •

  cataloguing;

• •

  acquisitions;

• •

  circulation;

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  serials;

• •

  users' inquiries;

Hitherto, library application software, particularly the commercially produced ones, used to be scare, and libraries generally had to write their own programmes. This development according to Kesner and Jones (1984) had some positive consequences in serving as an impetus for libraries to learn to write computer code and apply it in the context of everyday activities. While one may programme one's system to carry out certain tasks, it is generally believed that such efforts are largely unnecessary as they relate to the needs of librarians and other information specialists. This was because most librarians have neither the time nor the expertise to develop their own computer programmes, while they also lacked the financial resources to support and enhance these systems to reflect changes in the technology. Today it is evident that many of the tasks assigned to the microcomputer in a library setting are identical to application found elsewhere in business, corporate, and research settings. One might ask why reinvent the wheel? Especially when the costs of research and development for reinvention are so high. It is now possible for a careful purchaser to readily select from a wide range of "off-the-shelf" software that have been thoroughly tested, debugged, and supported (i.e. documented, updated, and enhanced) by a vendor. This is why X-LIB is being considered.

General choice parameters for application software

The general choice parameters for any application software rest on the following.

The origin of the system

There is need to know the origin of the system as the functional strengths and weakness of a particular system, its features and functionality reflect to some extent the market from where it originates. Thus a system which starts out with a design objective to serve libraries is likely to do better than a system that has to be customised before it can be used in a library setting. The main differences usually lie in their facilities for sorting "extended" bibliographic records with sophisticated online enquiries.

The scope of activities of the supplier is also very important. There is need to know whether it's a dedicated one, that is dealing in libraries systems only or whether it's a portfolio, that is dealing in several products and services of which library systems is one. The history of the supplier in the market place, the background and experience of the staff in library systems can give some indication of the quality of the product.

User interface

The way a user has to interact with the system is of vital importance in choice consideration. There are three basic ways this is done, namely:

1. 1.

   By commands (command-driven). Here, the user has to be sophisticated enough as to be comfortable with operating systems commands. It could mean more direct operation of the system but not as easy as menu-driven interfaces.

2. 2.

   By menus (menu-driven). In this situation, menus are listed from where the user just points to and selects the particular functions of the systems which is required at any given time. This interface is very easy and it is highly suitable for users with little experience in computer. As should be expected it is not as direct as a command-driven interfaces and therefore can sometimes be tedious especially if some functions are so complex and require many screens of split-level menus to go through to initiate those functions.

3. 3.

   By function keys. This is one by which the systems prompts and guides the user to input appropriate function keys. It is possible for a system to have a user-interface with a combination of two or all three of the above methods. The important considerations in evaluating the user interface of a system includes how easy it is to access particular functions and how easy it is to move around the system, from one function to another.

Another feature is whether data used in one function (for example, a record retrieved on enquiry) can be retained for use in another, such as reservations, or whether changing the function requires the user to re-identify the record.

Integration

If the consideration is for a multi-application or modular system, then integration is unquestionably crucial and with this are the issues of apparent integrity and consistency of data, integration of functionality and once-only data entry. For a good system records in the catalogue file should be available for use in acquisitions and vice versa; catalogue file should be available to the circulation system. Changes to the data in one module should, where appropriate, be reflected in the others; this applies to bibliographic data elements and to status information, such as "on order".

One very important aspect of integration in library systems is the appearance or otherwise of circulation status (e.g., on loan, on shelf) when a record is displayed following a search on the catalogue. Many systems do not offer this without a special search within the circulation system, thus only authorised staff are privy to this important piece of information.

Parameterisation

Parameterisation is a feature of the system providing options to configure the system to meet the operational requirements of each library. On the modular level, options may allow the establishment of dates, closed days or holidays, loans policies etc for circulation, the indexing type and frequency, the validation and mandatory data checks for cataloguing and so on. The extent to which such facilities are available online should be an important consideration.

X-LIB application software

Origin

The X-LIB library application software was designed and packaged by Raw Materials Research and Development Council (RMRDC). The whole efforts started in 1990 when the RMRDC obtained the Mini-Micro CDS/ISIS from Unesco, Paris to computerised its library holdings and realised within a short time that the package could not address the scope of computerisation desired. With the support of UNDP, two modules of TINLIB integrated library management software were acquired in 1996. Also, with time TINLIB could not meet all their aspirations, as it lacks graphic capability and was not compatible with other RMRDC packages. This led to the development of X-LIB library automation software, an idea that was conceived by RMRDC in collaboration with BERAM Ltd, a private computer company in 1996. The first version was completed in late 1996. It was demonstrated with wide acceptance at the 1997 Annual Conference of the Association of Government Libraries (AGOL) and Ayo (1998), and later at the Annual Conference of the Nigerian Library Association. Observations made at these various forums informed modifications made to subsequent versions. X-LIB was commercialised in 1997 with BERAM Ltd. serving as the sole distributor (Beram, 1997). X-LIB started out with a design objective to serve libraries, thus it has facilities for storing "extended" bibliographic records with sophisticated online enquiry. The supplier is a dedicated one that deals with library systems. The duo are library and computer science professionals, and have a solid background in the use and supply of library and information management software and solutions in both the public and private sectors.

Features

X-LIB offers: relational structure, full-screen editing, unrestricted fields and records, unique "navigation" searching, online authority control using windows, and data entry from keyboard, disk or on online. Some specific features of the software include: browse and navigate facility, query (QB?) search technique, filter technique and validation facility.

X-LIB is a modular software essentially aimed at special libraries but which has been successfully used in public and academic libraries. There are now over 50 X-LIB sites in Nigeria, this is now buttressing its claim as one of the more successful library management systems in the country today.

System overview

X-LIB is a record structured application software. This means that it is made up of files which contain records. Several fields together make a record. All data are divided into fields. The most important field of a record is called the key field. Records having a common key field form a set, hence the notion of current record set. All records contain in files make up the database.

X-LIB is available for single user, multi-user and networking environments. It is highly flexible in design with only hardware limitations. X-LIB supports variable size records and variable fields.

X-LIB runs on virtually all types and sizes of IBM PC-Compatible hardware. The minimum hardware requirements is:

• •

  IBM PC, or compatible of 486 Proccessor. Pentium recommended.

• •

  128 MB RAM.

• •

  10GB Hard Disk.

• •

  Multimedia.

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  14" SVGA Monitor.

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  Network Card.

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  1 Floppy disk drive (3.5 preferred).

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  Enhanced keyboard, and Mouse.

• •

  Windows 98.

User interface

X-LIB is menu-driven. Menus are listed from where a user can point to and select the particular functions of the system required at any given time. The interface is very easy to use and it is highly suitable for users with little experience in computer.

Integration

X-LIB is highly integrated. Records in the catalogue file are available for use in acquisitions and vice versa. Catalogue file is available to the circulation system. Changes to the data in one module is reflected in the others; this applies to bibliographic data elements and to status information, such as "on order".

One other feature of integration is the appearance or otherwise of circulation status (e.g. on loan, on shelf) when a record is displayed following a search on the catalogue. Many systems do not offer this without a special search within the circulation system.

The package comprises the following Modules:

• •

  Catalogue.

• •

  Circulation.

• •

  Acquisitions.

• •

  Report/Enquiries.

Catalogue Module

The X-LIB Catalogue Module is the module that contains all of your library holdings and corresponds to the traditional card catalogue. It is the module that enables the creation of database, and after this, provides efficient, detailed and fast access to the information so created. The catalogue Module features a unique BROWSE and NAVIGATION capability, query-by-form with Boolean and keyword searching, intelligent window access to authority files, and both Library Staff and Library Users interfaces.

Local original cataloguing is done with enhanced data-entry techniques. The module integrates with other modules of X-LIB seamlessly.

Circulation Module

The X-LIB Circulation Control Module manages the process of lending and locating the library's books, documents, and other collections. Its rich features range from very detailed users' records to instant status information about loan items. They also include customisable reports and notices for overdue items, reservations, usage statistics etc.

Acquisitions Module

The X-LIB Acquisitions Module contains the records of all books and serials and non-serial acquisitions transactions. It offers all the procedures needed to manage the complex jobs of ordering books, periodicals and other serial publications, as well as receiving the books and checking-in serials issues as they arrive, claiming missing items, renewing and canceling subscriptions. Books and Serial holdings are also integrated with the catalogue providing information to users about the Library's subscriptions.

The module features full accounting, central ordering, vendor code file, as well as claims, and cancellations. It is fully integrated with catalogue and other modules.

Reports/Enquiries Module

The X-LIB Reports/Enquiries Module provides for multiple search methods. Thus searches could be made using title, keyword, subject group, author, publisher, year of accession, and by library branches.

Parameterisation

The parameterisation of X-LIB is highly commendable. It has options that allows configuration of the systems to meet the operational requirements of each library. On the modular level, the options allow the establishment of dates, closed days or holidays, loans policies etc for circulation, the indexing type and frequency, the validation and mandatory data checks for cataloguing and so on.

Versions

X-LIB has been coming in versions. The current version is "Release 2000 for Windows, 1996-2000".

Distribution

X-LIB is marketed in Nigeria by BERAM Ltd, Lagos. It is the sole distributor of X-LIB in Nigeria and the West Africa Sub-Region.

Support

X-LIB derives technical support from BERAM Ltd. These technical supports include installation, training, maintenance of sites, issues surrounding upgrade, data conversion, barcoding etc. An X-LIB user-group is being planned by BERAM to serve as forum for users deliberations.

Documentation

X-LIB is well documented. A detailed manual is given on purchase which combines instructions in the use of each module acquire by a library and procedure for system administration, maintenance etc. From time to time an update of the manual is sent to all X-LIB sites (X-LIB, 2000).

Conclusion

X-LIB has come a long way, it has been designed with ease of use and adaptability in mind. One has a choice with X-LIB on how to build database, how to handle circulation, how to order books and serials. X-LIB is extensive, it provides modules for every library task to automate. X-LIB is reliably and for a long time will serve both librarians and their users because as it aims to keep faith with its original design.

References

Ayo, D.B. (1998), "X-LIB: an indigenous library automation software", paper presented at the Association of Government Libraries Seminar, 7-11 September, p. 10.Beram Limited (1997), X-LIB Library Automation System Users' Guide, p. 85.Kesner, R.M. and Jones, C.H. (1984), Microcomputers Applications in Libraries: A Management Tool for the 1980s and Beyond, Greenwood Press, Westport, CT, pp. 33-7.Saffady, W. (1982), "Software: a tutorial introduction", Software Review, Vol. 1 No. 1, February, pp. 5-10.X-LIB (2000), Library Automation Software Training Manual, O'Reilly & Associates, Sebastopol, CA, p. 37.

S. Funmi Oketunji (sfoketunji@yahoo.com) is the Acquisitions Librarian at the Yaba College of Technology, Lagos State, Nigeria.