Library Technology Guides

In the past year over 500 libraries have begun using electronic mail-the fastest growing library technology. Electronic mail provides rapid transmission of messages between computer terminals. Users regard it as superior to regular postal and telephone services because:

• Unlike regular mail, electronic mail is instantaneous. A message can be composed, edited and transmitted in minutes.
• Unlike the telephone, electronic mail permits the transmission of messages irrespective of whether or not the recipient is immediately available. Surveys of office productivity show that only 25% of telephone calls succeed in coupling the right people on the first try. All electronic mail messages go to a central computer from which they can be accessed through any terminal in the system. Because the computer holds the messages until they are requested, there is no need for both parties to be available at the same time.
• Unlike most messages, a computer-recorded message cannot be misplaced. The system give both the sender and receiver instant access to the message with proof of the times of transmission and pick-up.
• It is possible to send the same message to several people with a single command.

Common library applications include communication among members of committees, intra-organizational communication among dispersed locations, reference query referrals from one library to another, announcements of meetings and transmission of interlibrary loan requests.

Several library groups have installed electronic mail systems. The largest effort to date is that of the California Library Authority for Systems and Services (CLASS) which has negotiated a group rate for use of the Telenet QNTYME Electronic Mail System. Over 400 libraries in the Pacific Northwest, Rocky Mountains and Plains States now subscribe to the CLASS version of Telenet's system, dubbed ONTYME-II.

The Pacific Northwest Bibliographic Center (PNBC) is using ONTYME-II for the communication of interlibrary loan requests. The Bibliographic Center for Research (BCR) in Denver recently became a broker for CLASS, having had only three subscribers to its earlier service based on The Source. As yet few libraries have expressed interest in the new ONTYME-II offering. The Executive Boards of LITA and SLA are using ONTYME-II to facilitate the work of their groups.

In Alaska the Department of Education uses electronic mail to communicate with school districts spread over an area equal to one-third of the lower 48 states through a network of 80 desktop computers. Each district office is provided with a Gnat micro with 32K memory and one single-density disk drive, a Teletype model 43 printer, and a B2 Beehive CRT equipped with a telephone modem. Each office can process small data sets or forward data to a Digital Equipment PDP 11/70 host computer at the central office in Juneau.

The computers have helped cut communication costs. Letters and reports are edited, condensed, then stored until atmospheric conditions are favorable for transmission. Both the sender and the recipient can prepare and examine their "mail" at their own convenience. The department, therefore, not only has an electronic mail system, but also a statewide report preparation and transmission system.

Libraries which use electronic mail are generally happy with the technology. In some interlibrary loan applications its use has resulted in staff and equipment savings. Problems are sometimes encountered in low message volume situations where particular institutions or individuals have not established a regular "mailbox" clearing routine which can result in messages languishing uncollected for a week or more, undermining the whole rationale of this method of communication.

The standard rates for ONTYME-II include an annual subscription fee or $100 and a monthly maintenance charge of $10. Connect time costs vary from $2.85 to $5.75 per hour. There are also message and transmission charges. The rates are approximately 50% less than regular Tymnet charges. An average cost of $.50 per message is estimated by users. Other services are slightly more expensive. The alternatives include Telenet's Telemail, The Source, and Compuserve. Microcom, a software firm, offers a software package that makes it possible for any Apple II micro user to call any comparably equipped Apple II.

Almost any general purpose computer terminal can be used to access ONTYME-II, either CRT or printing type. A combination of CRT and printer is recommended. The following are essential characteristics of the terminal: ASCII character transmission, asynchronous communication, 110, 300 or 1200 baud rate.

Steps usually taken in using the system are:

1. Compose-Type a note, bibliographic citation or multi-page document on the terminal.
2. Edit-Make changes in phrasing, add information and correct errors.
3. Send-Instruct the system to send the message to one or several designated persons.
4. Scan-Check the system to see if there are messages to be p.icked up.
5. Read/Print-Read or print messages when there is time to deal with them.
6. Answer-Compose a reply and have it automatically addressed to the person from whom the initial message came.