Library computer systems

Library Management System

The Wollongong City Library service consists of a Central Library, 3 District Libraries and 4 Branch Libraries. There is a current membership of over 70,000 customers.

The library management system is vital to the library’s operation. Without it the library could not offer many of the services it provides.

Briefly, the library management system allows us to:

• have instant access to bibliographical details of all the material in the collection
• control the circulation of all material
• maintain a database of customer's names, addresses etc
• reserve material requested by customers
• send overdue notices
• keep statistics of various aspects of library use
  System

Wollongong City Library has used the Spydus Library Management System since 30th June 2005.  Spydus is provided and maintained by Civica Pty Ltd.  Spydus is a web-centric Integrated Library Management System (ILMS), with an award-winning search and retrieval engine.

Communications

ISDN lines

Library PCs are being added to the main Council network as they are installed to take advantage of e-mail and word processing (etc) capabilities. This will be extended in future. The branch libraries are connected via 128kb and 64KB ISDN lines to both the library and Council networks. Council runs a Windows NT network over ethernet. Reference Library CDs & the Local Studies picture database are also run through NT networks.

Security

The Library Management System is protected by passwords to ensure the security of customer information and system data.

Basic operation of the Library Management System

Circulation

The circulation system operates on a system of barcode labels (using the Codabar format). All customers have a unique barcode on their membership card which is input to the system with a barcode scanner, or manually, when items are borrowed.

Each item of library material in the collection also has a unique barcode. This is linked to the customer barcode when a book is checked out and the record stays on the customer's record until the item goes through the checkin process. The system uses this information to print overdue notices for any records which are shown to be overdue.

Barcode scanner - How does it work

The barcode scanner detects the black and white transitions of the barcode and compares this to a series of tables in its memory to decode the number. It then transmits this number to the computer system. The barcode reader uses an infra-red transmitter to shine light onto the barcode and an infra-red receiver to detect the different reflection level between the black and white.

The barcodes that the scanner reads are generated using a modulus algorithm which appends a check digit to the end of the code for verification. The barcodes on the items must have the same format as the barcode reader is programmed to translate. Each barcode is unique.

The barcode scanner increases productivity since more customers can be served than if keyboard input is required. They are also very accurate and barcodes are rarely mis-read. If the barcode is mis-read, the system does not accept the number and the operator is prompted to re-enter the correct barcode.

Catalogue

An order is produced using our in-house acquisitions module. When the material is received it must go through cataloguing and processing before being sent to a branch for loan. The central Technical Services Department processes all new material and adds each item to the database. This involves creating an accurate record for all aspects required by the database, eg: author, title, subject, call number, ISBN. Spydus is our catalogue on the Web.

Desktop systems

Wollongong City Council provides Microsoft Office on all staff personal computers which are networked on the LAN in the Administration Building & through an ISDN line to Branches. Council leases the PCs to ensure continuous improvement of workstations.

Council network

Wollongong City Council runs a Windows NT platform with Sun Unix servers for specific applications (including the library).

The network is connected to branch libraries via ISDN (Telstra On-Ramp service) lines (64kb for Helensburgh and Unanderra, 128kb for the other branches).

Staffing

Staff working with the computer system

IT specialists in the Library ensure the operation of the library management system, manage networked information services and resources and provide training to develop staff competencies in technology. These specialists include:

Technology and Technical Services

The Systems Librarian is responsible for ensuring the operation of the Spydus system, for installing hardware and software, for diagnosing and rectifying system problems and liaises with Council's IT Division and Civica Consultants and engineers to make best use of the system.

The Computer Operations Officer assists the Systems Librarian in ensuring the daily availability of the Library system.
These staff require an in-depth knowledge of all aspects of the hardware and software associated with the library computer systems.

Working with the computer system involves staff with different skills. As the system is continually being upgraded, staff training is important. The levels of knowledge of various parts of the system are set out below.

Book acquisitions/Technical services

Technical services cataloguing and book acquisition staff need a detailed knowledge of various programs, including MARCEDIT, the cataloguing software and the Acquisitions module.

Circulation

All staff who work in the library service need a good working knowledge of the circulation system. Staff are given individual training when they are appointed and ongoing training when the system is upgraded.

Information

All Library staff require a good working knowledge of searching the database and how the system operates and also of the online public access catalogue (OPAC). Staff are given individual training when they are appointed to the library service and ongoing training sessions are held for groups of staff to share system knowledge.