lib-s-mocs-kmc364-20140601051834 BIBLIOS Revisited j KOUNTZ 63 BIBLIOS REVISITED John C. KOUNTZ: Library Systems Coordinator, California State Univer- sity and Colleges, Los Angeles. When this article was in preparation, the author was Systems Analyst, Orange County Public Libraries, Orange County, California. In the following, Orange County Public Library's earlier reports on its BIBLIOS system are updated. Book catalog and circulation control modules are detailed, development and operation costs documented, and a cost comparison for acquisitions cited. "In 1968 ALA began publishing, through its Information Science and Automation Division, a Journal of Library Automation. It is perhaps appro- priate to note that in the first three quarterly issues only one public library project was described ( 1), and this was a project under contemplation, not one actually in operation." ( 2) This statement by Dan Melcher to substan- tiate his contention that library automation is suspect is, in itself, suspect. The public library project alluded to as being contemplated in 1968 was brought to fruition by Orange County (California) Public Library in 1969, and has functioned with startling success ever since. In addition, the finished system was reported to the library ( 3) and data processing ( 4) worlds in 1969 and 1970 respectively. Orange County Public Library's BIBLIOS (Book Inventory Building Library Information Oriented System) is a system designed to fulfill all functional requirements of a multibranch library which is growing by leaps and bounds (5). Specifically these functional requirements are: acquisitions, book processing, catalog maintenance, circulation control, and book fund accounting, in addition to management reporting on a level not practical in a manual system. 64 ]ounwl of Uhrary Automation Vol. 5 / 2 !unc, 1972 THE FUNCTIONAL SYSTEM The interrelation of these system elements is shown diagramaticall y in Figure 1. Briefly and from a us<'r's point of view, the system works like this: A title is desired by someone, patron or staff member. The p erson refers to the book catalog, Figure 2, to see if the item is in the collection. If it is and not in circulation, he gets the book directly. If the item is in circulation, he can submit a request for it-to rece ive the book on its return. To update the catalog, a cumulative supplement is produced, keeping current the listing of the library's holdings. If the title is not found in the catalog or supplement, the monthly cumulative on· order list, Figure 3, is consulted. If the title is listed , a request is submitted and, on receipt and processing, the book is released to the requester. If the title is cancelled, the requester is notified. When a title wanted for the collection is not listed in either the catalog or the cumulative on-order list, a bibliographic information sheet ( BIS ), Figure 4, is completed and optically scanned into the system. This informa- tion is essentially a pre-cataloging bibliographic description of the desired material. Once entered, these same data serve first to create purchase orders and related reports; then, once edited by the catalogers from the book in hand, to create book card and pocket sets (Figure 5 ), book catalog entries, shown in Figure 2, holding lists (shelf lists ) for each branch, and a broad array of operational reports. It is a feature of BIBLIOS that the descriptive data (from the BIS) are entered in their entirety only once. This means that a bibliographic description need not be initialized by each individual using it; rather, it need only be consulted and, if necessary, corrected or deleted. Thus, an entry once in the system is immediately available for, among other purposes, ordering. This is especially significant since it means that each entry in the book catalog, the catalog supplement, the cumulative on-order list, etc., can be ordered against by simply using the key number for the desired item and the number assigned to the branch wishing to order. This poses the possibility of orders for materials which are OP or otherwise not readily available through the usual vendor channels. BIBLIOS addresses these potential errors by listing (pre-vend list, Figure 6) all order require- ments for review before they are used to create orders. By editing this list against Books in Print and/or publishers' catalogs and taking corrective action, orders for the unobtainable are short-stopped. On placing an order, while a unique subpurchase order number is mechanically created, the key number continues to document the title for processing purposes. In this role the key number follows the order until it is filled or cancelled. Thus, the key is used by BIBLIOS to update inven tory automatically on receipt of an order and to create the card and pocket sets for those materials received. Finally, the key number is used by the branches to report inventory changes and, as a subset of inventory, for circulation control. Rl RUOS Revisited /KOUNTZ fl.S Since it is through the key number (or key, for short) for a bibliographic citation that the citation is used in the various functions performed hy BIBLIOS, perhaps a little detail concerning the key is in order. Bibliographic Data Optical Scan MARC ~ l BIBLIOGRAPHIC jl BOOK CATALOG ~ Master Indices Book Catalogs & Supps. Orders New Materials Reorders ~ ! ACQ UISITIONS ACCOUNTING ~ Sub Purchase Orders On-Order-Lists Budget Reports Vendor Performance Pre-Vend/Review Lists Inventory Update Losses Gifts ..___...._r----- INVENTORY t LOCATOR ~ Lo cator Guide & Supps. Pocket & Card Sets Collection Profiles Fig. 1. BIBLIOS-The functiorwl system. THE KEY NUMBER Circulation Input Transactions Patron Registrations _,...___ ... l Cl RCULATION l ~ Holdings List Book "Tags" Patron Register Overdue Notices Management Repo rts Us e Profiles In Figure 2, the key for 73084452 has been underlined. The key number resembles the LC card order number. Wherever an LC card order number is available, it is used. When no LC card order number is available, a unique Orange County ( OC) number is applied. The OC number consists of two alphabetic characters in the first two positions (at one time the numbers implied year ) of the "traditional" number followed by a six-digit sequen- tial number. Since the Library of Congress has certain idiosyncracies about its card order number, the key also specifies the type of material it repre- sents (for example, only book keys are in the book ca talog ), and identifies each volume, or edition, of a title which has a blanket LC card order number. The selection of the LC card order number for this application was based on a suspicion that the bulk of materials in the collection were already ADULT CATALOG '71 CUMULATIVE SUPPLEMENT 7 AUTHOR-TITLE SECTION Wall, Joseph Frazier. Walter Chandoha's Book of Foals Ward, Mary Jane. Washington, George, Pres. U. S ., Andrew Carneg•e Oxford Umvers•ty 1970 and Horses. The Other Carol•ne~ A Novel Crown 1970 17 32-1799. 1 137p lnde• B•bhog Photos B•ography See. Chandoha. Walter 216p The Journal ol Ma1or George Wa.h1ngton 92-C AA006725 636.1 197 1 AA011379 FICTION 70108078 March of Ameoca Facs1mlfe Seoes. No Wall, Leonard Vernon comp1ter The WalterS ndrome. Ward, Ritch i e . 42 Oogmat r P Reads W1tilamsburgh The Puppet Boo~ Ed. of G. A While 2nd & See· Neel RIC~ard The LIVIng Cloc~s Drawmgs by Hollett Smith Ponied. London. Reponted for r Jefferys Extensive Rev Under Ed. of A. R. Philpott y . Allred A Knopf 1971 385p Index B/ W 1154 Co vers the Pertod from Oct I 153 Faber & Faber 1965 300plnde•B•bhog FICTIONM 1970 79122149 lllusPhotos to Jan 1154 Un•vers•tyMicrO fllms 1966 B/ W lllus Photos Walters, Barbara. 574 1 77111247 32p No Index Maps 791.53 68017740 How to Tal~ w1th Practically Anybody About · . 973.26 66026314-001 Wall Street and w·tchcraft Practically Anyth~ng Doubleday 1970 Warde, Fredenck B . Washington International Arts I • 195p F11ty Years ol Make Bel1eve By Fredeock L tt See Gunther. Max 80856 AA007142 Warde International Pr SyndiCate 19 20 e er Edllor 133 1971 AA012873 · liOp Grant s and A1d to lnd1v1duals 1n the Arts Th W II S Walton, Clarence C . Contammg Ltstmgs o f Most Protess1onat e a treet Jungle. Ethos and the Execut1 ve Values m FICTION 2 I008l 54 Awards. and /nlormafiOn About Colleges See Ney. RIChard Manageoal DeciSIOn MakmgPrent1ce-Hall Wardropper, Bruce W. Edlfor Umvers1tres and Prot Schools of the 332.678 1970 76084477 1969 267plndeKBibhog Spamsh f>oetry of the Golden Age Edited by Arts by the Ed1tors of the Washmgton Wallace, Irving. 658.4 .. 73084~52 Bruce W Wardropper Appleton-Century Inti Arts Lefler Paperback Wa sh lnll The Nympho and Other Mamacs S1mon- Walton lzaak 1971 353p For Lang Poetry Collect1on Art s Le tter 1970 75p No Index Sc huster 197 1 4 7 5p Index B1bhog B/ W The Ll~es of John Donne and George Herbert B1bhog R378. 34 70112695 lllus B•ography Bound wlfh the Prlgom 's Progress. by SP861.08 78132806 Waskow, Arthur I. 301.415 AA011778 John Bunyan V 15 m the Harvard Ware, Clyde. The Freedom Seder A New 1/aggadah l or Wallace, Marcia. C!ass1cs Coll1er 1909 418p The Ecfen Tree Touchstone Pubhsh~ng Passover Holt R1nehart W~nsto 1970 Barefoot '" the Kltchen. A Cookbook tor FICTION 09023026-001 -015 Company 1971 357p 56p B W lllus Summer Hostesses Dra wmgs by Re1d The L1ves ol John Donne and George Herbert FICTION AAO 13079 296.437 7910355 7 Perez Kolman St Marhn·s Pr 1971 150p Bound w1th the P1lgflm ·s Progress. by . Wasley, Ruth. Index B/ W tllus John Bunyan No. I 5 m the Harvard Warmack, Ohver J. Bead oe 51 gn A Comprehens11·e Course tor 6 4 !5 73145431 CtasslcsColl1er 1937 418p The Mystery ol lmqUity . Volume I 2 Thess . Begmner and Expeoenced Craltsman by W II · R b rt FICTION 37040164 -001 -015 2.1 Pub by the Author 1969 120p No Ruth Wasley and Ed•lh Hams Crown a ace, 0 e Edit or W b h J h Index 19 70 216p Index B W Ill us Col Ill us The WorldoiBermnl.l598- 1680 ByRobert am aug • OSep • 200 77013647-001 Photos - 1 W41/4c~ tJnd th~ Cdllors of T1me-Lde The B lue Kmeht An AtlantiC Monthly Press Books T1me ·L1 I e Books. 1970 192p Index Book L11t1e. Brown. 1972 338p Lg dwin G . -------- 746.~ . ~ ...__......._ 81~&,.Chm ; ' CQL.!!.~u s · - · __...------~·~'l...._ _ 79175 nd The~r Cu ~ -~ - - --~ ~-~ Fig. 2. A book catalog page featuring four columns. BIBLIOS RevisitedfKOVNTZ 67 assigned a number, a suspiCIOn which was confirmed on completion of conversion through simple reporting of the keys on file. In short, after fifty years of operation of Orange County's libraries, 92 percent of all titles in the collection had an "LC number," a factor one might weigh when trying to decide between ISBN and LC card order number; nor has it been indi- cated that ISBN's will be developed retrospectively. AN UPDATE TO THE SYSTEM In the paper presented to the American Society for Information Science in 1969 ( 6), neither the book catalog nor the circulation control modules had been implemented. Book Catalog In May 1971, the first edition of BIBLIOS book catalog was released for public use. Since that date, the cumulative supplement has been run six times. The module of BIBLIOS producing the book catalog and cumulative supplement is diagrammed in Figure 7. Input is the title-master file (the system's bibliographic data base) and a specification of the output required. The output options available to the library include the production of either a full catalog or a cumulative supplement (displaying all entries placed on file since production of the full catalog which have been edited by cata- loging). In the case of full catalog production, the title-master file is updated to reflect the use of all qualifying entries for catalog production and the date of their use. This updating facilitates cumulative supplement pro- duction by precluding the use of these entries from display until the next full catalog run. In addition to the type catalog (full or supplement), the library desig- nates the format of the output. Either an off-line print-out or a print file designed to drive a mechanical photocomposition device, or both, can be requested. It is important to note that this print file is designed specifically to be hardware independent, e.g., it will run on RCA, Photon, Alphanumeric, or comparable equipment with equal ease. Hardware independence in its simplest terms means the computer program does not have to be rewritten each time a vendor goes out of business. And, coincidentally, this print file is in the sequence it is to be displayed in. In short, the vendor only performs that processing necessary to make his device set type to the library's specifi- cation for layout, font style, and font size- a specification, it might be added, which calls for upper- and lower-case type from a file in upper-case only. This approach differs from what has become typical of book catalog production in that sorting, file maintenance, and all related processing are sustained by the library through BIBLIOS. The vendor only sets type, prints, and binds. The results spell savings since a potentially error-laden file does not have to be committed to the most expensive of all displays, photocomposition, before corrections can be made. L~20L4C4 CUMULATIVE ON·O~OER LIST _ _ _ _ MEDIA 01 BOOK AUTHOR TITL~ --wiOEREIERG~ SIV WICKER, KINGS~EY '~IER, ESTE::t WIEST, J, I LEVY, P, WILtOX, LESLIE A, _ _ WIL.DE F; , LAURA .( INCAL.LS) WILK, MAX WlLKEKSUN, OAVIO ~ILKES, BILL ST. JOHN WlLKlhSUN, PAUL H, WlLKI~SON, RUPERT WILLARn5, MILORtO WILDS ~~~ Li.C ox, DONt,LO \oilLLC(1ll, DONALD WJLLCUx·, DONALD WJLLIAIIS, BRAO WILL I AMS, CtlLJN ·- - -· \ol I L LI MIS, ETHEL W a _ WILLIAHS, GARTH vii LL I MIS, JAY ~ILLIANS, JOHN G, WILL I MIS, JOYCE WILL 14MS, HILL.ER WILLIAMS, ROOERT M. --WiLLIAMS, TE NN ESSEE ~ ILLIA~S, URSULA MORAY ~ILLIA~S, URSULA MO RAY ~ ILLI~G HAH, ~ARREN We 1-: ILLl$, F. ROY I'll LS J;.~ , EOMLINO HILSON, ~~LEN JANET (CAME WHSON, ERICA wiLSON, H, w.; FIRM, PUSL ¥! HSON, IRA G. 'rl lL.SON, JEAN vi I LSON~ J UliN RGWAN ~ILSON, K~ NNETH L. W INC~[LL, CUNSTANCE MABEL ~INUCHVt EU~ENE C, WINN, MARIE; lllt\HF\tS TALES , ~ I NTEPBURN 1 MOLLIE ~ t NTERSt DONALD L., _ __ \-' lRTE NOER G, PATRICIA l~ ~~ 1 SE 1 ARTHUR WI SE, HERBE~T ALVIN \ollSE, Slr.NE:V T, ~- !li IT HER S1 CARL ~llTKIN, B. E. MY BEST FRtf l-10 wAYS OF NHHLISM WHITE OAK MANAGEM NT GUIDE TO PERT- M~SCHJt S 1/ CYAGE BY THr. ~HORr.S OF SILVER L WIT AND WISrOM Of HOLLY~U CROSS AND TH E S WITC~ULAOE NAUTICA i' ARC HA ECJLOGV AIRCRAF ENC I NES OF T~E W PREVE NTI ON OF u•I MKI NG PR LUC K nF HARR Y WfAV~R MUO (RN LEAT HtR DESIGN NEW UES!GN I N JEWELRY WOOD DESIGN LOST LE l ENOS CF THE WES T ~OMnSEX~AL.S AND THE MlLIT KNUW YOUK ANt r STURS BIG GUL •.EN ANIMAL A 8 C S lL. V E R ~· H I S TL t; FIELD G- I DE TO THE SUTTER ADJUSTA~L[ JUL I~ ONLY WO~LO THLRE IS U C L A SUSI Nr SS FORECAST HILK TRAIN DU~SNtT STOP H snv IN eAr< N THRH TOY MAKl RS FR~E-AC ~ ESS HIGHER ED UCAT JTA~Y C ~OOSES E~ROPE UPSTATE AlllR ICMl PAI NTER I N PARIS CRf~E L. ~MGRO l DERY FICTI ON CATAL~G FOR 1970 Wf-lhT CCJ ii ?UTO;S CA N ~OT DO WEAVING IS FU!·i OA~R lt~C. T O:~ HAVE FA l TH WITH~UT FtAR GUIDE T REFERENCE BOOKS, TO NK IN 1' ULF PLAYGRO . P OL!O K W I NTF~tS TALES l61 1970 TECHN I QUE LF rlANDPU ILT PU HENRY C· NT.m .L 'riALL..U:!: AS ALL.- ARO~ND- T H L - 4GUSE 6RT \ti HU KI Lli:O E!iJCH PUr:l.LL GREAT T ~ES UF Tl RRGR I T lNVfST ~NO ~~TIRl I~ MEXl M\E RJCA . RIDDLE &Ulll< SUMHARY OF CALIFURNIA LAW -------------------------- Fig. 3. All outstanding titles are reported in the monthly cumulative on- order list. ORANGE C3UNTY PUBLIC LIBRAKY LC-CC · N i.J ~UER 7Zl14Z2 9 ••••••••• AAOll44 9 ••••••••• 7 ~ 13~ 0 00 ••••••••• AAOll~5 3 • •••••••• 7 J l ~ 5~89 ••••••••• 1 39 0 27 9 4 9. , ••••••• 73124 9 83 ••••••••• 63 009~42 ••••••••• 711,9~50 ••••••••• 41013 39 7 •••••• 070 7aou 3D57 ••••••••• 72 131 147 ••••••••• 6Y0 17~b7., ••••••• , 7 9 126t 7o ••••••••• 6~0 12400 ••••••••• . 7oo H 0 ~ 6n •• • •••••• AAOl l , O? ••••••••• 6 00 15 2 5 2 •• • ••• • •• ~700 ~JlZ ••••••••• 71 1 36 ~ 8? ••••••••• 7 3 146 ~ 03 ••••••••• A A U12 ~ 5l • •••• • ••• 7ol227Uo ••••••••• AA017727 ••••••••• b 30l364l ••••••••• 79 1 0 2 ~ 11 ••••••••• 7315 2 d 7 ~ ••••••••• AA 0 17711 ••••••••• 7 50 G3 v 24., ••••••• 7514 33 0?. ••••••••• 7 0 149ZZJ., ••••• • • 62 009637 ••••••••• 0 90 35 0 4~ •••••• 070 ' 7 3 112 ~ 23 • • • •••••• AAO l3 , 77., ••••••• 72150 ~2 ~ ••••••••• 7 7 1 2 4 69~ ••••••••• AAo u 6 78 J •••••• o 67 AA c l2 1 55 • •••••••• o7 o l3)ql ••••••••• 5 5o1 J l ~~ •••••• o7l , AAnl 77 9 4••••••••• 7 t::CJ:1orc; .J ••••••••• 600260 ~~ ••••••• • • 761 4 8 ~ 31 ••••••••• 4 ~00 5 5 ~ 2 ••••••••• AAo l 7o e5 ••••••• • • 5J OlO U45., ••••••• 6000 4 79~ •••••• 169 SUrl PU t; tiP. L8 ORDER NO 7127707 7 47 7117906?.49 7121705 '•27 7ll3 C02 0 3.3 7l2 7700J o a 711791 8~36 71 2 2105 -' ~l 7 1 2 !>oOO l 90 7127703 '•36 712210 ~'i 8Q 710 '> 704 \li. O 7l22107Z63 712!>6023 9 4 7122103587 7l277Q5.::i30 712770297 9 7125605046 71277 0 2742 7l2t:l006~ l 71 22104 <. 31 7J.2560l l!l 6 7122100 0 95 712!>6026?.3 71161098 7 !) 7l2!;i605 ;•J3 7l2770 0 o37 7 l27 7 :l 4 Ub8 "Tllol OS 'J65 712Tr 0 2 6 5l 712 560 3 v l3 7125600143 7lz770ll6t 7l 25r) 097CO 712211 ( V ~H 712770 1!U E0 7 i 6 4 712,~03013 711"1903-il~ 7 1256081>0 7127711:323 71 2i'7u tl'>31 7ll~ l()4d69 712770703i. 71221QQ l ?7 712 ~ 60 3 G 5l 7 1277021> 71 711791P t94 712"170 59 05 712 21 0 9t•0 7 VEI~DQR CT BRO l:tP. O SHO BRQ Pr< ~! BRO BR~ BRO Cd BRO BT B~O BRO BRO CRO BT ar.o BIHI 8 Rll &KU ur•u Sf{ O CH UT ~ R l.J Ck O C!-i &R IJ Bf, G flfW LIKO WI P I< \~ ST 00 bT P.RO DD Cf·IA IH a f.:. a p (;RO IHUJ BRO ORt-1 [I T Cll to- o•··· 7l P t.r • .:~ 6 8 PTL QTY CD :?.Z 4 5 l 1 1 23 l 4 2 8 1 2 3 l 1 2 l 1 16 !. l 1 'l 1 7 lo '0 1 j 6 1 26 fl l \ ' ) 6 2 4 l 3 4 2 1 4 l 7.7 3 :; LI ~ T PRTC.t: :i, So-- 7.or, 3.95 4.9~ !!.9~ l. 8 () 7,95 4,9 5 ?.'J:; 2 5. 00 l :> . (; Q 4.5 o 1~.so · 7.~0 8 ,95 5,95 6.9; 5 , C·O 3,3 () 3 .If ., ~ . 9 :; l. 3 5 4.9!> 10. ~ 0 3. 75 3,A il 3. (1 () 6 , ~ I) a. ~o 6. 9 :; 4 .95 7.5 () zs.r.o (l. 9~ 5 .95 b.95 3 .9~ · - 4. 00 6.9~ 4.95 5.9!5 l.C, \) 0 8,9!) 5. 0 0 ;. 9 ) 4. 'i 'i l. -.: ..... a ;j ~ ..... 0 ~ 5' . ;::s 0 < £. CJ1 0 ......_ l\J '--< c: 0 ::l _en ..... 0 CD -l t-0 0 --- 7616035~••••••••• 1 RYCK1 FRA~CIS F A LOArJ~D GUN A~OlZ421········· 1 SACKI JOHN N A ~IEU!ENANT CALLF.V 7712'906tt••••••• 1 SANDERS, EO, N A fAMI~V AA01311~•·••••••• 1 SANDERSON, IVAN TE~ENCE N A \.!• 5 9 A, 61014l1'••!••••!• 1 SANDOZ, MARl ~ J R JHES~ WERE THE SIOUX AAQ1048~••••••••• 3 SANTESSON 1 HANS STEFAN F J DAYS -- AFTER TQMURROW AAol0~7bee•t•••~• 1 SASE~, HlROSLAV N ESTO ES SAN P:RAilCISCU J AA010~77,,,,,,,,, 1 SASEK, MIROSI.AV N ESTU ES WASHINGT0~1 D, C, J 6~0l9787e••••••!• 1 SASEK, ~lROSLAV THIS IS HoNG KONG '!016ZB6," .. "!! 1 SASEK, 11IRDSLAV THIS lS PA~IS 14171270 .. " .. ,., 1 SAXTON, JUSEPiiiNE GROUP FEAST N J R N J R F A 1.1~1 pi{'I(;E ~,,o 4o95 ---------------------------------------------- Fig. 6. Before producing a sub-P.O., the pre-vend list is checked for O .P. materials, among other things. ---------------------------~------------------ , Y , _ r,u~LlC LlORt\RY OAf E .. ll•OIJ·7~ ~AGf- 44 Ol IHJOK , TY PUBLlSH [ fl. UA!E VUR 0 UJSC NET PR AV .. SPEciAL O~OE~l liATA co cD PtT P.RiCE co co 3 ~ARNt:S -NUBI.E ~9'11 •BRO A ! , , E~!JNOtHCS IH A 4 l>OUaLrOAr 1971 •ou A 5 DCJl.ISLE()tiY 19?1 *Ol' A SF 9 STElN-UAY 19"11 *I.H\ 0 A a! A 2 VI K l '·H> PRESS 19'!1 •BT A 8RO A ) E. P, DUTTON 1971 *If!' A ii---3 N -.]. -.]. ----------~----~--------------- ()0 LB~OC301 HOLDINGS LIST COST CENTER j ADULT CALL NU"BER AUTHOR * ()' I 0 795.~15 REESE TERENCE • STORY OF AN ACCUSATION 1 0 795.415 S~EINWOLO ALFRED * SHOAT CUT TO WINNING BRIDGE~· 795.415 S,.ITH THOI'IAS " * LOOK IT UP IN I'OYLE 795.~15 YOUNG RAY • BRIDGE FOR PEOPLE WHO DON T KNOW 0 795.41503 REESE TERENCE + BRIDGE PLAYER S DICTIONARY , 0 0 0 0 0 0 0 0 0 0 0 0 D 0 0 0 0 795.42 CCLLVER DONALD I + SCIE~TIFIC BLACKJACK AND CO ~ 795.42 THORP EDWARD 0 * BEAT THE DEALER A WINNING STRI 7q5.43& BLACKSTONE HARRY + BlACKSTONE S MODERN CARD TR ~ 795.43& STANYON ElliS + CARD TRICKS FOR EVERYONE 795.540973 R~ND ,.CNALLY * 1970 RAND MCNAllY GUIDEBOOK TO C 796 BISHER FUR "AN * WITH A SOUTHERN EXPOSURE 796 KROUT JOHN ALLEN + ANNALS OF A"ERICAN SPORT 796 MITTELBUSCHER C F + CAll EM RIG~T 796 MURRAY JIM * SPORTING WORLD OF JIM MURRAY 796 SMITH ROBERT MillER • GRANTLAND RICE AWARD PRI2 7<16 SMITH WALTER WElLESLEY + VIEWS CF SPORT 796 VANNIER 11ARYHELEN + INDIVIDUAL AND TEA" SP ORTS 796 WOOD CLE11E NT • COI'IPLETE BOOK OF GAI1ES 796.026 SPORTS RUlES ENCYCLOPEDIA* SPORTS RULES E~CYCl 796.03 S~LAK JOHN S + DICTIONARY OF AMERICAN SPORTS 796.06& AARON DAVID* CHILO S PLAY 796.068 BUTLER GEORGE D * RECREATION AREAS 796.0M ISAACS STAN* CAREERS AND OPPORTUNITIES IN SPOil 796.08 PEPE PHILIPS* WINNERS NEVER OUIT 796.08 WINO HERBERT WARREN * REALM OF SPORT 796.082 ESQUIRE * ESQUIRE S GREAT MEN AND MOMENTS IN SP 796.0&2 SPORTS ILLUSTRATED * SPORTS THE AMERICAN SCENE 796.09 COHANE TIMOTHY + BYPATHS OF GLORY 796.0973 BE9T SPORTS STORIES • BEST SPORTS STORIES FOR 796.0973 BEST SPORTS STORIES * BEST SPORTS STORIES FOR 796.0973 BEST SPORTS STORIES • BEST SPORTS STORIES FOR 796.0973 BEST SPORTS STORIES * B!ST SPORTS STORIES FOR 796.0973 BEST SPORTS STORIES • BEST SPORTS STORIES FOR 7q6.l BROER MARION R • FUNDAMENTALS OF MARCHING 7q6.13 C~~SE RICHARD • HULL~BALOO AND OTHER SINGING F( 796.15 WAGENVOORD JAMES • FLYING KITES 796.3 HOLT RICH~RO • TEACH YOURSELF BILLIARDS 796.31 AMATEUR ATHLETIC UNION • OFFICIAL RULES 796.31 MAXWELL HARVEY C + AMERICAN LAWN BOWLER 796.323 AMATEUR ATHLETIC UNION + OFFICIAL A A U 796.323 SPORTS ILLUSTRATED + BOOK OF BASKETBAll ~NO SN( HANDBAI S GU I Dl BASKET I 7q6.32307 VERDERAME SAL REO • ORGANIZATION FOR CHAMPIDNSI 796.323092 AUERBACH ~RNOLO REO * REO AUERB~CH WINNING THE 796.3230q2 PETTIT BOB • BOB PETTIT THE DRIVE WITHIN ~E 796.3236 A~THEl" PETE • CITY GAME 796.33 CCNERLY CHARLIE • FORWARD P~SS 796.332 SCHENKEl CHRIS • HOW TO WHCH FOOTBALl ON TEl.E1 796.33203 TREAT ROGER L • ENCYClOPEDIA OF FOOTBALL 796.3320'& RIGER ROBERT • BEST PLAYS OF THE YEAR 196Z 796.33206 CURRAN BOB • FOUR HUNDRED THOUSAND DOLLAR QUAA" 796.332077 DEVINE DAN * "ISSOURI POWER FOOTBAlL 796.332077 SCHOOR GENE • TREASURY OF NOTRE DAME FOOTBALL 796.332082 NEWCOMBE ~ACK * FIRESIDE BOOK OF FOOTBALL 7q6.33209 BELL JOSEPH N * BOWL GAME THRILLS --.-----------.- -----------......-.--..-.-- Fig. 9. Th e maintenance of manual shelftists is obviated by a BIBLIOS- produced holdings list for each branch. J------------------------------- COSTA IUSA lOH-FICT ION l TLE I: CARD FROI1 ANOTHER l' LETE CASINO GUIDE ·iE GY FOR THE GA"E OF TWENTY ONE i :KS ; l"PGROUNOS REV EO I I l: SPORTS STORIES I I 'OR GIRLS ANO WOllEN ! 11PE D lA Ls I I ~ QRTS I I I 061 : ~63 ~64 ~66 ~ 970 ~LK GAI'IES ( JKER L l E ! All GUIDE 1965 1966 r iP HIGH SCHOOl BASKETBAll HARD WAY ~.IS ION ' ERBACK 07/01/71 PAGE 341 R s N8R lC/OC NBR • 67~17872 ••••••••• • 61016665 ••••••••• • 7&077366 ••••••••• • 64015641 ••••••••• • 63025374 ••••••••• • 66023116 ••••••••• • 66012019 ••••••••• • 58005566 ••••••••• • 6&022206 ••••••••• 60C01380••••••••• • 62008215 ••••••••• • 2900080~A •••••••• • 8B091802 ••••••••• • 68C25594••••••••• • 62015934 ••••••••• • 53006862 ••••••••• • 60007465 ••••••••• • 3&003909 ••••••••• • 61019409 ••••••••• • 60013658 ••••••••• • 64012696 ••••••••• • 57011288 ••••••••• • 64019529 ••••••••• • 67026079 ••••••••• • 66019433 ••••••••• • 61010232 ••••••••• • 63021480 ••••••••• • 63016506 ••••••••• • 45035124 •••••• 061 • 45035124 •••••• 063 • 45035124 •••••• 064 • 45035124 •••••• 066 • 45035124 •••••• 070 • 65021807 ••••••••• • 49008127 ••••••••• • 68031281 ••••••••• • 5&003667 ••••••••• • 88C40004 ••••••••• • 66025876 ••••••••• • 88090177 ••••••••• • 62011346 ••••••••• • 63014720 •••••• • •• • 67011223 ••••••••• • 66C14357 ••••••••• • AA010179 ••••••••• • 60012110 •••••••• • • 64020856 ••••••••• • 61013913 ••••••••• • 62022305 • • ••••••• • 65022618 ••••••••• • 62005250 ••••••••• • 6201&326 ••••••••• • 64019933 ••••••••• • 2 63016799 ••••••••• 80 Journal of Library Automation Vol. 5/ 2 June, 1972 BRANCH To Circul•tion Control Sub-System Book Card Production (by S ranth) BOOK & DATE-DUE CARDS Fig. 10. BIBLIOS circulation control subsystem. BIBLIOS RevisitedjKOUNTZ 81 cards, cassette, or mini-reels). Ideally, the elusive transactor should be able to "read" a label on the book as well as a patron card. Kimball labels, "Sunburst" tags, magnetically coded swatches and the like have worked and continue to work in the retail trade; there is no reason why they shouldn't work for libraries. The only deterrent seems to be the reticence of their manufacturers to enter an unknown market where, follow- ing the Melcher axiom, they are met with a "stubborn, 'show me' attitude when automation is proposed." ( 8) The products designed into the circulation control module include: weed lists, patron "black lists," circulation profiles (graphically displaying patron use of each branch's collection), and automatic duplicate ordering. Reports measure circulation from a manager's viewpoint, but not to the exclusion of such bread-and-butter products as overdue notices, registration lists, and related statistical recapitulations. A WORD ABOUT DOCUMENTATION For each program in each subsystem of BIBLIOS, forty unique programs in all, there is a formal package consisting of: l. A program specification detailing the inputs, processing, outputs, idiosyncracies, and edits of that program; 2. A listing of the COBOL program itself; 3. An operations binder (notebook) section for set-up and run pro- cedures; 4. A user's guide section relating requirements and diagnostics to the librarians using the program including typical problems; and, 5. Assorted total system binders (notebooks). While some might think "overkill," in automation this is not the case. The BIBLIOS system has yet to fail a scheduled commitment. Further, it is suspected that the mere discipline of documentation caused many serious reconsiderations of program and procedural logic, at the time and on the spot, with the result that BIBLIOS is a reliable system- requiring no major rework and continuing to respond to the library's functional requirements for over two years at this writing. A WORD ABOUT DEVELOPMENT COSTS Both developmental and operational costs for BIBLIOS are known and documented. Specifically, the costs to procure such a system are broken out in Table 1, where each subsystem is examined in terms of the dollars it represents and the assorted tasks required to bring it into being. The totals represent all costs over approximately a three-year period beginning with rough specifications and yielding the first book catalog. It must be noted that final program specifications and coding were per- formed for Orange County by a contractor. This approach was chosen, since a good job done on time was wanted. That the approach was valid is Table 1. BIBLIOS development costs (including full conversion and publication of first book catalog). (X) 1:-0 '-. 0 Bibliographic Book Catalog ~ MARC Inventory Locator Guide Acquisitions Circulation Total Contractor 0 -Program Specifications t"-' & Coding $16,686 $ 54,299 $ 25,800 $ 72,305 $ 91,000 $260,090 & ;::; ""' .'= Orange Co. Public Library ~ :::: ..... Analyst 3,360 7,840 2,240 14,560 7,000 35,000 0 ;:; Coordination ..... 1,225 7,679 818 5,310 5,670 20,702 -· -~ :s Implementation ( K.P. , < Machine Time, Etc. ) 4,772 12,263 4,635 7,879 10,110 39,659 £. Con version/ Outside Cll -Services 800 53,500 41,370 95,670 L-:> Subtotal 10,157 81,282 49,063 27,749 22,780 191,031 ._ ,.. :l "\.) ,.... TOTAL $26,843 $135,581 $ 74,863 $100,054 $113,780 $451,121 c;o -..1 l..O BIBLIOS RevisitedfKOUNTZ 83 evidenced by the achievement of a successful system on schedule and within budget. This approach reflects a contention that librarians can specify their requirements if they "have a mind to," and that a contracted programming staff can satisfactorily perform to predetermined standards and timeframes if properly directed. In direct contrast to this approach are the incredible schedules developed when requirements are not specified (and frozen), and the suspected monumental costs hidden in lost staff time due to extended parallel operations or simply waiting until "they" get the " ... thing" to run right. The remaining cost components, briefly, reflect direct library analyst time, the cost of coordination meetings, direct key punch and machine time for programs, their test, debug, string test, systems test, and for the biblio- graphic and book catalog, subsystems conversion and catalog print file generation. The conversion/outside services include a MARC subscription, the creation and use of a group of nine typists to optically scan the library's files to convert them to machine readable form (including error correction), and the contracted services of a photoreproduction house to mechanically compose, print, bind, and deliver 500 sets of the book catalog and 100 sets of the locator guide. These are the costs of setting the system up, staff training, and creating a single operational display: the book catalog. A WORD ABOUT OPERATING COSTS Early in 1965, as a prelude to implementing a book acquisition program, a time/cost study was performed to determine how much it cost the library to order a book (one title). This study detailed and costed the typing, sorting, assignment of vendors, and the reduction of a diversity of paper requisite to creating a purchase order. Excluding the cost of the purchase order form itself, the direct manual cost for this process was $1.56 per title, using a clerical rate of $2.10 per hour. In the intervening years three things have happened: First, clerical rates have increased to $2.79 per hour which when applied to the unit cost of the 1965 acquisitions study means a direct outlay of $2.07 per title (as against the previous $1.56). Second, the number of branches has increased which implies that, if the manual system of 1965 could cope with the increased load, it would have required more people and therefore an increase in indirect costs, not to mention the probability of less efficiency due to increased direct costs. Third, Orange County has automated this function (as well as others). Since Orange County is wont to track costs, it so happens that the cost for creating a purchase order ( subpurchase order under the new system) is available. Specifically, Orange County knows computer and peripheral costs and the exact time for processing from actual billings over the past two years. The reduction of these data to a per-unit-handled equivalent, while detailed, is not difficult. Thus, it is possible to deduce the machine costs Table 2. Typical processing costs for one title in Orange County Public Library's BIBLIOS system. MARC Acquisitions 2 Book Catalog (Weekly) Bibliographic1 Inventory Order Receive3 B.C. Inventory Run Cost $325.16 $300.40 $201.21 $1244.94 $238.55 $238.00 $26.00 Average Items Per Period 1154 1,000 8,100 700 4000 Order Receive Cost/Entry 2.83 0.30 0.025 $1.78 $0.34 0.059 0.0006 Supplies 0.13 0.028 $.05 (Sub P.O.) Services 0.02 ( Convelope) .06 ( Opscan) 0.041 0.0028 (Opscan) ( Comp /Print) ( Comp /Print) TOTAL $2.96 $0.32 $0.053 $1.89 $0.34 $.10 $0.0034 Example: Cost of entry from initial input to display in book catalog (including Convelope; excluding MARC source: $2.77). 1 40% Bibliographic. 2 60% Bibliographic. 3 Includes invoice, vendor, and budget displays. 4 If all new entries to system came from MARC. (X) ..,... 0' ::: 3 1::) ........ ~ t""< 6.:. ..., ;:::: ..., <::: :;.,... ::: .,... 2 :::; ..... c· ;:; < 2.. '-" -...._ 1'0 ._ ,.. 5 "(1) ,_. ~ 1'0 BIBLIOS RevisitedjKOUNTZ 85 equitable to those for the earlier manual effort : creating a purchase order for one title, including the purchase order form , now costs $1.89. Similar economies can readily be documented as can the increases in service to our patrons at no increase in staff. The operating costs for those BIBLIOS subsystems in regular use are given in Table 2. Only two entries on this table are not self-explanatory. MARC MARC, which is indicated as processed weekly, has not been run for over a year. The explanation is simple economics. It costs $0.32 to manually place a bibliographic description on file (excluding the time spent to circle an entry in Publishers, Weekly (PW) vs. $2.96 to process the same entry from MARC. This cost for MARC includes the subscription cost prorated to selected entries, the translation and format of all MARC entries, the automatic release of those entries of limited value to a public library, the cumulation of entries which may be of value, the extract and transfer of those entries selected, and the reporting via indices and full listings for the contents of the cumulated file. The unit cost is the actual processing cost for MARC II files for one year divided by the number of titles processed through the rest of BIBLIOS during the same period. This cost does not include corrections to selected MARC entries (invariably in the call num- ber and author fields for consistency with the library's existing files). The costs affiliated with processing corrective input closely resemble those for bibliographic, e.g., $0.32 each. Prorated Bibliographic Input BIBLIOS works on pre-cataloged entries. The 60 percent bibliographic input shown under acquisitions relates to the full initial description for a title being entered by a book selector to effect its order and subsequent reporting; the 40 percent shown under bibliographic is for cataloger input to adjust the entry for title-page accuracy, consistency with existing files , and, for nonfiction, the assignment of call numbers and subject headings. It is important to note that for reorders against a title already in the system, no bibliographic input is required. In the case of reorders, the per title cost is $0.88 including subpurchase order forms. REFERENCES 1. John C. Kountz, "Cost Comparison of Computer versus Manual Catalog Maintenance," l ournal of Library Automation 1:159-77 (Spring 1968). 2. Daniel Melcher, M elcher on Acquisition (Chicago: American Library Association, 1971 ), p. 135. 3. John C. Kountz and Robert Norton, "BIBLIOS-A Modular Approach to Total Library ADP," Proceedings of ASIS 6:39-50 ( 1969). 86 Journal of Library Automation Vol . 5/ 2 June, 1972 4. John C. Kountz and Robert E. Norton , "BIBLIOS-A Modular System for Library Automation," Datamation 16-79-83 ( Feb. 1970 ) . 5. Orange County Public Library presently has twenty-six branches, three bookmobiles, and plans for at least three more branches and an addi- tional bookmobile in the near future. 6. Kountz and Norton, "BIBLIOS-A Modular Approach." 7. The device affiliated with the book depends on the transactor. The only requirements are that it mechanically represent the key for the book, be practically indestructible, and that it can be prepared mechanically. This last consideration is an absolute when there are 800,000 volumes to convert. 8. Melcher, Melcher on Acquisition, p. 135.