Annals of Library Science and Documentation 1992,39(3), 113-122

DEVELOPMENT OF LIBRARY MANAGEMENTSYSTEM USING MICRO-CDS/ISIS

Library automation involves aspects of both informa-tion retrieval and housekeeping operations. CDS/ISIS,developed by UNESCO, has a number of attractive fea-tures which make it suitable for library automation. Aprototype circulation control system, developed usingCDS/ISIS (Version 2.33), has been reported. Featuresof three programs written in CDS/ISIS Pascal for circu-lation control system are described. The design andimplementation of sample databases containing bookrecords and user records are detailed. The prototype cir-culation control system performs satisfactorily withsample databases containing 3,005 book records and207 user records respectively on a local area network(LAN). A system developed using CDS/ISIS Pascalforonline help containing basic guidelines for searching byauthor, title, borrower and subject is also reported.Considering the specific network features of Version3.0 of CDS/ISIS, concluded that the prototype systemwill work satisfactorily on a LAN.

INTRODUCTION

library automation helps in providing efficient andquick library services; it is economical becauseit saves human labour, eliminates duplication ofjobs, processes the data and performs manyother operations of a library. Automation is morehelpful in the routine jobs of a library. The size,nature and the specific needs of the library are tobe considered first, which will then help to identifythe areas to be automated.

The different areas of automation in libraries canbe classified into two main groups as:-

1. Housekeeping operations, viz., acquisi-tion, circulation control, serials control,etc., and

2. Information retrieval services, viz., catalogu-ing, indexing, current awareness servIce(CAS),selective dissemination of informa-tion (SDI), retrospective search service, etc.

A suitable system for performing all library

Vol 39 No 3 Sept. 1992

SCHOWDHURYG G CHOWDHURYDepartment of Information StudiesUniversity of SheffieldSheffield S 10 2TNUK

operations and services should include the facili-ties of both text retrieval and database manage-ment operations; for example, in a circulationcontrol system information is to be extracted frommore than one file, etc., which resembles totypical database management operations, whereascataloguing, indexing, etc., exemplify typical textretrieval operations. Such systems are calledlibrary management systems. These systems areusually created on a relational database manage-ment framework which allows to handle more thanone related data files which are particularly usefulfor a number of library house-keeping operations.These systems also provide some text retrievalfeatures with particular reference to wide range ofsearch facilities, etc.

Micro-CDS/ISIS has been designed by UNESCOas a text retrieval package, but it has somefeatures which are comparable to databasemanagement systems. Based on the hypothesisthat CDS/ISIS can be used to develop a librarymanagement system, a set of programs weredeveloped using CDS/ISIS Pascal (Version 2.33).A prototype circulation control system and a sys-tem for online help were developed using theseprograms. This paper describes features of thesesystems.

MICRO-CDS/ISIS

CDS/ISIS is a menu-driven generalized Informa-tion Storage and Retrieval System designedspecifically for computerized management ofstructured non-numerical databases. AlthoughCDS/ISIS deals with text and words, and offerstherefore many of the features normally found intext management packages, it does more thanjust text processing. This is because the text thatCDS/ISIS processes is structured into data ele-ments that one defines.CDS/ISIS is now used by about 120 mstitutions-lnits mainframe version and more than 5,000 in itsmini-micro-version (1]. News related to CDS/ISIScan be found in the form of a regular column in

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CHOWDHURY AND CHOWDHURY

Field Definition Table (FDT) Data Base: BOOK

1 ?I Tag 1 Name 1 Len 1 Typ 1 Rep IDeliaiters/Pattern1 __ 1 1 1 1 1 1 _

2468

- 10- 12- 14- 16- 18- 20- 22- 24- 26- 28- 30- 32- 34- 36- 38- 40

Name of author(s)TitleEditionImprintSeriesISBNPriceKeywordsClass numberCopyIssue statusLocationBorrower numberBorrower nameBorrower departmentDate of issueDate of returnReservationlReservation2Document number

20030010

100702010

305124

252312703088

121214

xXXXXXXXXNXXNXXNNNNN

abc

Figure 1: FDT of the Book Database

Field Definition Table (FDT) Data Base: USER

1 ?I Tag 1 Name 1 Len 1 Typ 1 Rep 1 Delimiters/Pattern11 __ 1 1 --------- 1 1 1 1 - 1

1 - 10 Name 100 X 11 - 20 Expiry date 6 N 11 - 30 Status 23 A 11 - 40 Loan limit 5 N 11 - 50 Department 52 X 11 - 60 Total items borrowed 5 N 11 - 70 Borrower number 12 N 11 ----------------------------------------------- 1

114

Figure 2: FDT of the User Database

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many journals. For example, news about CDS/ISISis published in the UNISIST Newsletter, distrib-utedwithotrtchargeby UNESCO-PGI [2]. Hopkin-son [3] has started a column about CDS/ISIS in thejournal Information Development. Besemer [4Jhas also started a column about CDS/ISIS in thejournallAALD Quarterly Bulletin.

REVIEW OF LITERATURE

A number of publications on different aspects ofMini-Micro-CDS/ISIS have come out over the lastfew years. Features of Micro-CDS/ISIS havebeen published in different sources[2,5,3,6,7,8,9,10]. Muckhich [11] compares differ-ent versions of CDS/ISIS. Lang [12] describesinstallation problems of micro-CDS/ISIS. Thereare two reports [13,14] on training course onCDS/ISIS. Goyal & Kumar [15] and Ximin [16]describe the conversion of DBF file into Micro-CDS/ISIS whereas Nowak & Trawinski (17)compare the application properties of Micro-CDS/ISIS and dBASE III Plus packages.

INSERM (Institut national de la sante' et de larecherche medicale) offers a Questel Plus-CDS/ISIS interface for the use of SOl MEDLINE-disk-ettes under the mini-micro CDS/ISIS softwarepackage (18);

ACCESS is a new user-friendly interface, devel-oped by Asian Institute of technology in Bangkok,fully compatible with Mini CDS/ISIS Version 2.3(19);

European Organization for Nuclear Research(CERN) has developed, through internationalcooperation, a High Energy Physics (HEP) Pre-prints Bibliographic Database (PREP) which isindispensable source of current information forHEP. Micro PREP, based on Mini-micro CDS/ISIS,has been developed to facilitate theparticipation from less developed countries [20).Gupta [21]. Choudhury [22J, Torocsik and Fe-kete (23), Kasper [24J, Puntodewo [25]. Hariharanand Rao (26). Mittal (27) and Novak [28)describe automated indexing using CDS/ISIS,hyphenated and numeric words indexing usingCDS/ISIS, an application of CDS/ISIS in the Sci-tech Library of the Bigal Pharmaceutical works.The registration of library users based on CDS/ISIS, the creation of map catalogue using CDS/ISIS. design and the printing of the UnionCatalogue of Seminar and Conference Proceed-ings, creation of subject index to NUCSSI(National Union Catalogue of Scientific Serials inIndia) database using CDS/ISIS and the use ofMicro-CDS/ISIS database as an OPAC.

Vol 39 No 2 June 1992

A number of databases in different subject fieldsare designed using CDS/ISIS, i.e. a database ofa directory of Asian mycorrhizologists [29J, TataEnergy Research Institute's (India) database [30],NationallndexofTranslations database [31] userfriendly bibliographic database for cement andbuilding materials [32]. CINTI (Central Institutefor Scientific and Technical Information) in Sofia,has developed a database containing Englishbibliographic and reference information on Bul-garian scientific medical literature, using Mini-micro CDS/ISIS software [33].' Treolar [34]describes a database containing plant informa-tion using CDS/ISIS.

DESIDOC software team has developed a libraryautomation package, called SANJAY, using CDS/ISIS, Version 2.3 [35]. The package can be usedfor normal information retrieval operations likecataloguing, CAS, etc., as well as for house-keep-ing operations, viz. acquisition and circulationcontrol. The package has been designed to workin a library with medium size collections andusers.

DISTINCT FEATURES OF CDS/ISIS

The text that CDS/ISIS processes is structured intodata elements that the user defines. However, theunique characteristic of CDS/ISIS is that it isspecifically designed to handle fields of variablelength. Thus it allows an optimal utilisation of thedisk storage and also a complete freedom in defin-ing the maximum length of each field. Anotherunique feature of CDS/ISIS is that it allows linkingof different records of a database. For example,the REF function is a device which allows to gatherdata which is stored in different records in thedatabase, and appears to the user as if stored inthe same record. CDS/ISIS allows data independ-ence, for example, users can build different appli-cation programs using data from different data-bases without having the database structurealtered for each application. CDS/ISIS makesprovision for data security; users' access to adatabase can be restricted by using passwords.CDS/ISIS has the following merits which make itmore attractive:

It is available free of charge;It runs on a wide range of micros from IBMPC/XTs upwards;Version 2.33 can be mounted on LocalNetwork (LAN), as has been done in the De-partment of Information Studies, Universityof Shefield, using Novell Netware Systems;It allows 16 millions records in a database;Menu jump keys are provided to select

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DEVELOPMENT OF L1BRAR YMANAGEMENT SYSTEMS

IService ISISENT Data Entry Services

L - Change dialogu~ languageW - Select another vorksheetN - Create nev recordE - Edit record (or range)R - Edit last search resultsD - Define default valuesP - Recall last record modifiedC - Clear default valuesI - Issue of documentsT - Return of documentsV - Reservation of documentsX - Exit

?

Figure 3: Modified Data Entry Services Menu

IService ISISRET Information Retrieval Services

L - Change dialogue languageB - Brovse master fileT - Display terms dictionaryS - Search formulationD - Display search resultsG - Execute previous searchF - Change display formatR - Recall query formulationP - Save search resultsH - Onl,inehelpQ - Issue/return queryX - Exit

?

Menu EXEl

Menu EXGEN

Figure 4: Modified Information Retrieval Services Menu

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DEVELOPMENT OF LIBARY MANAGEMENT SYSTEM

directly the most frequently needed func-tions;When a menu is displayed, it shows thedatabase status information containingname of the currently selected database,display format and wor1<sheetas well asthe total number of records available in thedatabase;It has multi-lingual facilities;It has the Advanced Programming Servicewhich can be used to write a program,using CDS/ISIS Pascal, for specific re-quirements;It has provisions for redesigning the systemmenus to suit the local needs;User-defined display format and print for-mat are available;A particular or a range of record(s) can bebrowsed; term dictionary can be displayedfor choosing search terms, etc.

The Prototype Circulation Control System

In a circulation control system, information fromtwo types of records, viz. documents and users,are required. In order to make the circulationcontrol system efficient, prompt access todesired records is necessary. The master filestructure in CDS/ISIS facilitates easy access to agiven record.

Features of Sample Databases

There are two options for creating databases inthe context of circulation control system - twodatabases can be created, one each for user anddocument records, or records containing infor-mation on users and documents can be kept inone sequence in a database. However, creation oftwo separate databases seem to be more usefulfor many reasons, some of which are:-

Owing to the relatively smaller size of boththe databases, file handling is relativelyeasier;each database can be used for differentpurposes without having to be concernedwith the other. For example, the 'book database' can be used for different purposeslike information retrieval, circulation con-trol, acquisition, etc.; the 'user database'can be used for CAS,SOl,etc., aswell as forcirculation control.the same software for circulation can beused for the central library as for branch ordepartmental libraries, wherever they exist.

Vol 39 No 3 Sept. 1992

In India this is quite common where usersareallowed to borrow items from the univer-sitycentrallibrary,whilethey can also borrowitems from their own departmental libraryhaving a separate collection within thebuilding of the department and severed byfull-time library staff.

Keeping these points in view, two sample data-bases, viz. 'book database' and 'user database'have been created, containing 3,005 records and207 records respectively, in CDS/ISIS. Thegeneralized nature of CDS/ISIS allows databasesto be defined for specific requirements. Thesample databases were designed in accordancewith the provisions laid down in the manual [36].The fields chosen for both the sample databasehave been kept Simple,while covering the mostcommon features of document and user records.Figures 1 and 2 show fields corresponding to thebook and user records respectively. However, thefields can be altered or extended according to aparticular need.

A given record in a book database usually con-tains bibliographic information from field tag 2through 24 and field tag 40 (Figure 1). Five fields,viz. date of issue, date of return, borrower num-ber, borrower name, and borrower departmenthave been kept to hold data for circulation controlin tHe book record. In the book records, whichconstitute book database, field tags 2 to 24 and 40will contain book data, whereas the other fieldswill remain empty. When a particular book isissued only then the above five fields are automati-cally filled in by the Issue Program (Section 3.2.1).Similarly, when the given book is returned, thesefive fields are automatically made empty by theReturn Program (Section 3.2.2). Two other fieldsin the book database, viz. reservation1 and -reser-vation2 contain data only when the given book isreserved by users.Therefore, as in case of the fiveother fields mentioned above. these two fieldsremain empty when book records are created.When a book 'is reserved, these fields are auto-matically filled in by the Reservation Program(Section 3.2.3).

Thus, user can easily determine, by displaying agiven book record, whether it is on loan, to whom,when due, etc.When the given book isnot on loan,the fields like date of issue, date of return, bor-rower number, borrower name, and borrowerdepartment will remain empty, and therefore,users can easily make out that it is available forloan.

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DEVELOPMENT OF LIBRARY MANAGEMENT SYSTEMS

I AUTHOR SEARCH1IFor searching by GIVEN AUTHOR (e.g., COX, JOHN) follow any of theIsearch expressions given below:I (1) COX$/(2) (will retrieve authors whose surname begins withI COX)I (2) COX, JOHN (will retrieve records by JOHN COX)1 (3) Use "Display Terms Dictionary" (option T) to select desired1 terms (move cursor and press '*')IIFor searching by MORE THAN ONE AUTHORS (e.g., BAILEY, J 1 KING, P)Ifollow any of the search expressions given below:I (1) BAILEY, J*KING, P/(2) (will retrieve records by theseI authors)I (2) Use "Display Terms Dictionary" (option T) to select desiredI terms (move cursor and press '*')1 _

N for next page or X to exit

TITLE SEARCH

For searching by GIVEN TITLE (e.g., COMPUTERS AND COMMUNICATIONS)search expressions may be:

(1) comput$*commu$* (will retrieve records containing both theterms)

(2) comput$*commu$*/(4) (will retrieve records containing boththe terms in the title)

(3) Use "Display Terms Dictionary (option T)" to select desiredterms (move cursor and press '*')

For searching by GIVEN TITLE (e.g., INFORMATION TECHNOLOGY ORCOMPUTERS) search expressions may be:

(1) (informa$*techn$) +(computers)/(4) (will retrieve recordscontaining both the terms)

(2) Use "Display Terms Dictionary (option T)"; select termsINFORMATION, and TECHNOLOGY by pressing '*' and the term

1 COMPUTERS by pressing '+'1 ----------------------------------------------- _N for next page or P for previous page or X to exit

Figure 5: Sample Help Screens

DEVELOPMENT OF LlBRAR Y MANAGEMENT SYSTEM

PROGRAMS FOR CIRCULATlON CONTROL SYS-TEM

CDS/ISIS Pascal is a programming languagewhich is a subset of standard Pascal [36]. Threeprograms were written using CDS/ISIS Pascal forthe prototype Circulation Control System. In writ-ing the programs, the speed and accuracy of theresulting circulation control system were givenmajor consideration.

In a library, issuing and returning functions nor-mally take place on different desks. Hence, threedifferent programs, viz. Issue Program, Returnprogram and Reservation Program have beendeveloped. These programs have been writtenkeeping in view the functions involved in issuing,returning and reservation operations. All thethree programs written for circulation controlsystem have been introduced in the 'Data EntryServices' menu. Figure 3 shows the modified 'DataEntry Service' menu.

In a circulation control system, records shouldalways provide current information. This can beaccomplished by updating a record every time itis edited/altered. CDS/ISIS allows updating of themaster file records while keeping updating of theinverted file pending. CDS/ISIS also allows updat-ing of the inverted file at any desired time interval- daily, weekly, etc. In designing the prototypecirculation control system, it has been assumedthat the inverted file will be updated daily.

The Issue Program

As soon as the Issue Program is activated, aprompt appears on the screen asking for theBorrower Number. Once the 'Borrower Number'is given, the system performs a number of opera-tions. The system has to take a number of deci-sions before issuing an item to a borrower. Majorfunctions of the program are :-

Checks the validity of membership of theparticular user; if the user is not a validmember, then the system ends producingthe message "You are not a member anymore";

Checks the given user's status (e.g., student, staff, etc.) and simultaneously the user'sloan limit;

Determines the number of items alreadyborrowed by the given borrower; if theborrower has borrowed upto his/her loanlimit, the system produces the message

Vol 39 No 3 Sept. 1992

You have already borrowed "(then the numberof items he/she has borrowed) documents";·sorry, cannot borrow any more" and comesto an end.

If the user is a valid member and he/she has notreached loan limit, then the system asks for theDocument Number. Here, the number of thedocument intended to be borrowed is to be given.The system then carries out the following func-tions:

Checks the document status; if it is areference item, it produces the message"sorry, reference document cannot be bor-rowed" and asks for another documentnumber, if any;

Checks the reservation fields; if the document is reserved, then it performs thefollowing operations, otherwise it goes tothe next step:

Checks the first reservation field; if thegiven borrower number is found, then de-letes the borrower number; otherwise

Checks the second reservation field; if thegiven borrower number is found, then de-letes the borrower number;

If the document is reserved and any of the twoconditions is satisfied then the system goes to thenext step, otherwise it produces a message "Thisdocument is reserved by some other borrower",and asks for another Document number;

Determines the date of return consideringloan status (overnight, normal, oneweek,etc.) of the document; for example, if theloan status of a document is 'normal', thesystem automatically assigns the returndate by adding 15 days to the 'issue date'which is adapted from the operating sys-tem;

Updates automatically the particular docu-ment record with the given borrower num-ber, borrower name, borrower department,date of issue and date of return;

The above steps continue as long as the bor-rower intends to borrow documents and has notreached the loan limit. If the borrower does notintend to borrow any more items or reaches hisloan limit, the system comes to an end. If theborrower reaches his loan limit, a message isproduced: "You have already borrowed (the number

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CHOWDHURY AND CIIOWDHURY

of items he has borrowed) documents"; "sorry,cannot borrow any more". The system updatesautomatically the particular borrower record withtotal items borrowed at this stage.

The Return Program

As. soon as the Return Program is activated, aprompt appears on the screen asking for theDocument Number. Once the 'Document Num-ber' is given, the system performs the followingoperations.

Checks whether the item is reserved bysome other borrower; if so, produces themessage This item is reserved, therebyreminding library staff to keep the docu-ment separate from other documents beingreturned;

Updates automatically the document andborrower records by editing the con-cerned fields (i.e., borrower number, bor-rower name, borrower department, date ofissue and date of return in the book record,and total items borrowed in the user rec-ords).

The Reservation Program

As soon as the Reservation Program is activated,the system asks for the Document Number andproceeds as follows:

Checks the document number;Checks the given document's first reservation field; if it is not empty, then checks thesecond reservation field;

1. If the record is retrieved and either of thereservation fields of the given document is blank,the system askks for the Borrower Number. Here,the number of the borrower who is going to reservethat particular document is to be given. Then thesystem updates automatically the particulardocument record with the given borrower num-ber.

2. If the fields are not empty, then it produces themessage "This document is already reserved bytwo users".

TIlE ONLINE HELP SYSTEM

CDS/ISIS does not provide any online help forsearching; users, therefore, face difficulties inconducting a proper search. Considerinq thisproblem, an online help system has been devel-

120

oped which provides basic guidelines for conduct-ing searches.

The system for 'Online help' has been included inCDS/ISIS by introducing an option H (Onlinehelp) in the 'Information Retrieval Services'menu. Selection of the option H will lead users tothe online help facilities. Figure 4 shows the modified'Information Retrieval Service' menu.

Four key areas for search in libraries, viz. author,title, borrower, and subject have been identified.Four help screens have been designed whichcan be displayed on the screen, users can togglefrom one to another by pressing < PgUp > and <PgDn > keys. Each screen contains a few simplesearch queries followed by necessary guidelineswith 'examples for conducting search. Figure 5represents two help screens.

CDS/ISIS ON LOCAL AREA NETWORK

CDS/ISIS Version 2.33 is not a network version,but it can be mounted on Local Area Network(LAN), as has been done in the Department ofInformation Studies, University of Shefield, usingNovell Netware Systems. As a result, more thanone users can search a database simultaneouslythrough 'Information Retrieval Services' menu.However, a given record cannot be opened forediting simultaneously by more than one users.

In a library, users will search for documents ac-cording to their particular needs, and they willwant to know about 'issue information' (forexample, whether the documents are available forissuing, or they have already been issued to othermember; in the latter case who has borrowed thedocument, when is it due, and so on) of thedocuments. For example, if a user wants toborrow a document, he/she will try to know whetherthe particular document is on loan and if so,whether that document is already reserved or not,etc. In the network using Version 2.33 of CDS/ISIS, it is not possible to know about a documentwhich has been issued/returned on the sameday; the system will only show data up to thatpoint when the inverted file was updated last time.The current information can only be obtained bydisplaying the record on the particular terminalwhere the document has been issued or returned.This is a problem of the system itself. It has beennoticed that in order to get the correct data in allthe participating terminals in a network, it is neces-sary to switch off all but one machines whereinverted file is to be updated. In a library, this canonly be done at the end of the day. Thus it is notpossible for the users to get correct 'issue informa-

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DEVELOPMENT OF LIBRARY MANAGEMENT SYSTEM

tion', they can get information current up to theprevious day, i.e., the last time the inverted file wasupdated. However, an attempt has been made, asa part of this study, to sort out this problem. Theprototype circulation system creates a temporaryfile where it keeps records of daily transactions. Inorder to provide users with current informationrelating to issue status of a document, a programhas been developed which can be called bychoosing option Q (Issue/return query) from the'Information Retrieval Services' menu (Figure 4).When a user asks about the issue status of abook by inputing the 'document number' inresponse to a prompt, the program looks into thetemporary file first and if it does not find there, itthen searches the main database (Book data-base); when the document is retrieved, the sys-tem displays data containing brief bibliographicdetails and issue status of the document.Version 3.0 of CDS/ISIS provides full LANsupport, i.e., simultaneous access to a givendatabase by two or more users for both searchingand data entry. Thus the problem stated abovecan be solved by using this version - currentinformation relating to records which have beenissued/returned on that particular day can beobtained by displaying the record (searchingthrough keys like author, title, keywords, etc.whose value do not change during issue/return,as happen in case of keys like borrower number,date of issue, date of return, etc.) on any terminalin the network even if the inverted file update ispending. Successful searches can be conductedthrough keys like borrower number, date ofreturn, etc., only when the inverted file is updated.Inverted file can be updated at the end of the day.Version 3.0 also allows to update the inverted filewhile other users are searching the database;however, this will slow down the search.

CONCLUSION

The prototype circulation control system performssatisfactorily in LAN environement where Version2.33 has been mounted. However, no perform-ance evaluation has yet been undertaken. It isbelieved that the prototype system will be more 10.suitable for Version 3.0 of CDS/ISIS in a LAN;issue and return function can be performedsimultaneously on any number of terminals. Thiswill not affect information retrieval operations 11.performed by users/staff. Experience showsthat systems for other housekeeping opera-tions, viz. acquisition. serials control, etc., can bedeveloped using CDS/ISIS Pascal and these sys-tems can be incorporated into a chosen menu in 12.CDS/ISIS. Thus, a complete library managementsystem esn be developed using Micro-CDS/ISIS

Vol 39 no 3 Sept. 1992

which will facilitate automation of both theinformation retrieval and housekeeping operationsin libraries.

ACKNOWLEDGEMENT

The authors like to express their sincere thanks toProf. M. F. Lynch, Department of InformationStudies, University of Sheffield, for his valuablesuggestions in the course of this work.

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