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2008 NLS ConferenceAutomation Office update
Michael MartysAutomation Officermmartys@loc.gov
Slide 2
Topics today What is the Automation Office? What have we been up to since the last
conference? What is on our plate for this year? Special items to discuss:
Copy allotment quotas Email/spam issues Retrospective copy allotment Download pilot web site
Questions
Slide 3
Automation Office?
Just another way of saying Information Technology Services
Slide 4
What do we do:
The Automation Office takes care of all NLS Information Technology needs
Slide 5
Some of our responsibilities: We Desktop Support/Troubleshooting Manage NLS IT contracts and
contractors Work on special NLS IT projects Ensure NLS IT security/compliance Manage NLS Data systems
Slide 6
Some of our responsibilities: Manage other NLS Systems and
infrastructure operations Communication/Training Interface with other Library of
Congress IT organizations
Slide 7
Some of our responsibilities: Monitor and adopt appropriate new
technology that enables NLS to better meet its mission
Obtain feedback/ideas from network libraries regarding automation
Advise network libraries on automation activities
Slide 8
Automation Office Members Neil Bernstein – Research and Development
Officer Joe Casazza – Information Technology
Specialist Ivy Jenkins - Database Specialist Richard Harrison – Computer Operator Lloyd Lewis– Information Technology Specialist Phil Maggio- Database Specialist Avi Shapiro– Information Technology Specialist
Slide 9
What have we been up to? NLS IT Operations IT security
PICS C&A WCM initiative
Slide 10
What have we been up to? Digital projects
Develop DAMS strategy PICS modifications
Requirements/Design Coding begun
Book production server Upload server Digital collection archive
Slide 11
What have we been up to? Download web site
Three versions Taylor St. wiring upgrade System to convert existing books to
today’s digital format CD reading robots/Book processing System to allow QA to test these books
Slide 12
What have we been up to? Book production tools
NLS QA DTB player DTB Production Tools
LCM DRM tool
Slide 13
What have we been up to? Book test tools:
ZEDval NLSval AncestryVal SMILval DRMval
Print/braille labels for cartridges Support player field tests
Slide 14
What have we been up to? READS Miscellaneous
BPHICS SAN/RAID Web Braille DAISY and DAISY Online
Slide 15
Upcoming projects this year Finish/implement PICS modifications New download web site Updating system reports More IT security
WCM Security enhancements
Download data Achieve “routine” book production
Slide 16
Special topics to discuss: Copy allotment quotas Email/spam issues Retrospective copy allotment Download pilot web site
Slide 17
Email /spam What is spam? Why are we talking about this?
We are now sending more computer generated email containing important information
Slide 18
The problem Sometimes these email messages
are lost Almost always due to spam filters
Actions which rely on them are then not carried out Status updates are not received Patrons/Libraries get reduced service
Slide 19
The problem (cont) The majority of our email problems
in the last year of the download pilot web site are spam filter related
Slide 20
Spam filters Both ISP’s and individuals are
implementing spam filters Filtering is done on:
Addresses Content
The filtering is dynamic
Slide 21
Spam filters Many folks do not know their ISP is
filtering Sometimes email addresses that
worked stop working
Slide 22
Our techniques to handle Numbering email messages Sending out periodic recaps
Important to let you know when nothing was sent
Logging all emails sent/ability to resend
In the future making logged messages available via web
Slide 23
What you need to do: Watch those email message
numbers Tell us when you see email
messages missing – including recaps We can usually resend them
Slide 24
Copy allotment quotas NLS will be using quotas for the
first time on RC and DB books The quota represents the total
number of the item each library can order in a year
Slide 25
Quotas (cont) These quotas are being built into
our computer system that controls book production (PICS)
When the new version of PICS comes on line this summer it will fully implement the quota process
Slide 26
Quotas (cont) Libraries choose titles on a
monthly basis. Quotas are specified for each year There are a few “special”
selections during the year
Slide 27
Quotas (cont) We talk about a “monthly quota”
but that is somewhat inaccurate. There are variations in the number
and types of books offered each month Number of items Types of subjects offered
Slide 28
What makes it tricky PCS attempts to even out the flow,
but this cannot be guaranteed There is also the “minimum
requirement” The system makes use of default
values There are also special copy
allotments
Slide 29
Quotas (cont) These factors mean the monthly
quota is best thought of as a target Any unused quota gets “rolled”
over to the next month PICS will not save your selections if
they take you over your quota
Slide 30
Quotas (cont) Special case:
PICS will automatically save if the allotment close date arrives and you did not save
If you did not make any selections, PICS will use the defaults for your library
Slide 31
Quotas (cont) In the automatic case PICS will reduce
your selections if you are over your monthly quota
Slide 32
Quotas (cont) Key points:
In the era of quotas, letting PICS automatically pick your titles should be avoided
The monthly quota figure should be thought of as a target – not an absolute
Slide 33
Quotas (cont) You will need to make your own
assessment about how many items to order each month Keep in mind the monthly ebb and
flow Your number may or may not match
the monthly quota number
Slide 34
Quotas (cont) Even though the system is built to
handle quotas for all media types, there is no quota for braille You can ignore those braille quota
counters
Slide 35
Retro copy allotment (cont) Short for retrospective copy
allotment Retrospective books are those
older books that have been converted to DTB format
The retro copy allotment allows you to choose a number of those books for your library
Slide 36
Retro copy allotment (cont) Works somewhat the same as
regular copy allotment However, there is a different tool
since this is a temporary situation Scheduled to go “live” on Monday,
May 12
Slide 37
Retro copy allotment (cont) Allows you to choose among the
10,000+ books available on download system
Quotas will be in place Different and separate from your
normal copy allotment quota
Slide 38
Retro copy allotment (cont) Timeframe is also different – you
will have a longer period of time to choose
You will be able to choose from all retro titles not distributed on flash in these special copy allotments
Slide 39
Retro copy allotment (cont) The system will tell you what titles
will be distributed on flash NLS is planning on running several
retrospective copy allotments between 2008 and 2010
Slide 40
Retro copy allotment (cont) Tool is based on the current
download system Accounts/passwords will be
identical to those used for web access
Slide 41
Quota Summary Retrospective copy allotment quota –
once in 2008, maybe 2009, 2010 Regular copy allotment quota – yearly
with monthly targets and roll over No Braille quota
Slide 42
Retro copy allotment (cont) Demo of new tool
Slide 43
Automation Update Questions?
Recommended