A brief overview on the database creation efforts at the Indian Institute of Technology is given, together with discussions on the related strategic issues

Arora, Jagdish

Bhatt, Rakesh K.

Chandra, Harish

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  DATABASE CREATION IN IIT DELHI LIBRARY: SOME STRATEGIC ISSUES Harish Chandra, R.K. Bhatt & Jagdish Arora Indian Institute of Technology, Hauz Khas New Delhi, PIN 110 016, IndiaKeywords: Database, Database Creation, Strategic, Indian Institute of Technology, IIT, Academic Library, Library Automation, Library System, Integrated Library System, Standard, CCF, Common Communication Format, DELNET, Delhi Library Network, Manpower Planning. Abstract: A brief overview on the database creation efforts at the Indian Institute of Technology is given, together with discussions on the related strategic issues.  1. INTRODUCTION The Indian Institute of Technology, Delhi is an institution of national importance empowered to confer all academic distinctions in the field of science, engineering, technology, humanities and social science. The institute has a well organized, equipped ad modern library which is actively engaged in the organization, storage, retrieval and dissemination of varied volume of information to 5,774 end users including undergraduates, postgraduates, research scholars, teaching staff, non-teaching staff, alumni and associate members. 2. THE CENTRAL LIBRARY - LIBRARY AUTOMATION The central library has accelerated the efforts for library automation after shifting the library to a new building in May, 1988. The main objective of computerizing the library to provide better, faster and wider access and services to the reduced resources at the most appropriate points and locations to the end users. The unprecedented hike in foreign exchange rates and the cost of journals and books have forced the Indian librarians in the field of science and technology to explore and exploit the computerized networking for optimum utilization of resources. Considering the strength of speciali-zed collections and resources, IFLA and IATUL have recognized this library as its Regional Scien-tific Information Center for International Geosphere Biosphere Program of the International Council of Scientific Union. The software team of the Department of Computer Science and Engineering of the Institute is engaged to design and develop a comprehensive online integrated library information management system, which is UNIX, supported and written in "C" programming language with the following facilities: • Computerized cataloging system; • Computerized circulation system; • Computerized acquisition system; • Computerized serials control; • Computerized management and queries; • Computerized read mail; and • Computerized print from facilities. After careful consideration and deliberation, a 80486 based micromputer (HCLHP METEOR-III) with 12 terminals has been ordered and the installation is expected very soon. The staff of the library is already using four PCs installed in the library for in-house activities using various commercial software packages. The library is now engaged to take up the database creation activity in a phased manner. In the first phase, 20,000 records have been embarked for keeping them ready for data entry. The following sub-activities of database creation activity have been completed: • Identification of the catalogue record having the subject headings; • Completion of missing data elements in the target records; • Assigning the new subject headings through LC list of subject headings; • Designing the data entry format; • Preparing the manual for data entry operators; • Manpower planning for data entry; and • Devising the payment criterion to hire manpower. The total records of the library which are manually manipulated for providing services to the staff and the users are given as under: Database Status of the Library________________________________________________ Sr.               Type of Record               Records to be created ________________________________________________ 1.                       Books                          152,761 2.                       Standards                     26,858 3.                       Pamphlets                     1,089 4.                       Theses                          1,904 5.                       Technical &                             Admins reports         13,162 6.                       Microfilms                      2,262 7.                       Bound volumes              61,076 8.                       Undergraduates              1,118 6.                       Postgraduates                 689 7.                       Research scholars          1,610 8.                       Teaching staff                 629 9.                       Non-teaching staff         1,320 10.                    Alumni                           320 11.                   Associate members         11 ___________________________________________________The library staff involved in the automation mission of the institute has designed a comprehen-sive data entry format for the creation of the database for the books. The following considerations have been taken into account in designing the data entry form: • Standardization in the record • Exchange of records with other institutions • Networking aspects • Users needs • Audit matters • Structure of the main database of the library • Retrieval points • Withdrawal of records from the active collection 3. CHALLENGES AND ISSUES Undoubtedly, database creation is a great challenge for the librarians and the computer scientists. This challenge is being faced in the libraries which are set for computerization. This requires a consolidated, committed and concrete efforts. The IIT Delhi library has faced various issues in the database creation. On the basis of this experience, the following practical issues and considerations deserve serious consideration and deliberation: • Record Standardization The library involved in the database creation may give due consideration to this aspect before the actual database creation activities starts. This is required to exchange the data with other institutions. IIT Delhi Library has realized this fact and has favored to adopt the CCF (Common Communication Format) tags in the data entry format for the books. This would also help to interact with the participating libraries of DELNET (Delhi Library Network). • Data Preparation Activity This activity is the first step towards database creation. It is essential, on the part of the librarians and the staff involved to decide the data elements, search points, data format. • Continuance of Existing Services This is a strategic issue for a library. It is not in the interest of the users and institutions to suspend the services due to the database creation activities. IIT Delhi library has not suspended any serviced. The senior library officers have been oriented and motivated to spare 30-40% of their normal duty hours for uniformity checking of the records and also assigning the subject headings to the records which, unfortunately, have not been assigned any subject headings. This ensures a high rate of accuracy and a professional touch to the hericulous work. • Manpower Planning Since India is facing a financial crunch, IIT Delhi is also directly affected. The staff members of the library who have expressed their desire to participate in database creation, have been identified and their groups have been formed. The senior officer who remains present during the duty hours from 9:00 am to 10:00 pm, supervise the data entry work. It is proposed to utilize the services of the wards of the staff members living on the campus, the trainees of Women's Polytechnic, Jamia Milia Islamia, Delhi Library Association. Hardware Facilities The choice and selection of the hardware required is no doubt a very tricky job which needs a high level discussion and deliberation with the hardware, software and library experts. The Central Library of the Institute has already passed from this phase. Hardware installation is expected very soon. However, the work stations available in the Computer Services Center of the Institute are being utilized for giving the working demonstrations and data entry operation. 4. CONCLUSION The above discussion briefs about some strategic issues involved in the database creation in light of the experiences and the exposures of IIT Delhi Library. It is highly desirable to consider seriously the issued like data preparation and standardization, manpower planning, uninterruptive services to the users, data format design, interchange of records and networking aspects. 

Database creation in IIT Delhi Library : some strategic issues

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Database creation in IIT Delhi Library : some strategic issues

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