Library Technology Guides

Document Repository


Volume 10 Number 06 (June 1990)

Document imaging systems

WORM (write once read many) optical digital disk technology has not yet become a factor in electronic publishing, but it is now well established as an in-house document imaging tool. Hundreds of organizations now scan paper documents and store them in document imaging systems. While the insurance industry is moving the most quickly to incorporate the technology, a number of libraries are selectively converting manuscripts and other archival materials.

Document imaging systems offer a number of benefits. First, they can condense the information that is contained in paper documents by converting the images into digital form and storing them on optical digital disks, saving significant amounts of space. Removable 5 1/4- and six-inch optical digital disk cartridges are used on PCs and small multi-user systems. Each disk can store the information contained on 10,000 pages. Optical digital disks with larger diameters (8, 10, and 12 inches) can store proportionately greater numbers of pages and large jukebox-type optical digital disk systems, which fit in a desk-size module, can accommodate information that would require from 150 to 300 four-drawer filing cabinets.

A second benefit of the technology is ease of access. Information stored on optical digital disks can be organized and retrieved using computer-based indexing and searching software. Each document--whether a single image or multiple images--may be tagged with any number of fixed search parameters, such as name, title, subject, date, number, etc It may also have more general parameters containing keyword indexes, summaries or abstracts, and notes or comments. Any or all of these can be used to initiate a multi-level or relational search, thus allowing one to access a specific document or a group of related documents.

The third benefit of the technology is relatively rapid retrieval and delivery. It takes from 10 to 30 seconds to retrieve an image from an electronic file containing millions of images and forward it to a user workstation.

Fourth, the technology offers multi-user and off-site access. Document imaging systems allow multiple users at different sites to access and view the same image simultaneously. The image can be electronically replicated and transmitted to as many people as need to see it.

Finally, the technology offers document integrity and security. Once stored on an optical digital disk, a document image cannot be misplaced, misfiled, altered, marked-up, or otherwise mutilated. In the case of restricted documents, access rights to some or all of the images can be granted or restricted.

A document imaging system can be a standalone system or it can be interface with a conventional automated library system. At this time the interface would have to be custom-developed.

A variety of companies market a diverse mix of document imaging systems ranging from PC-based to mainframe-based products. Some vendors are devoted exclusively to this market niche. They include FileNet, Acctex and Metafile. Others have their roots in the records management industry and offer document imaging using optical digital disk as an extension of their micrographics business. They include Bell & Howell, Canon U.S.A., Eastman Kodak, Minolta, and 3M. Among the first of the computer manufacturers to enter the market were Wang Laboratories, IBM, Digital Equipment Corporation, and Hewlett-Packard. They consider the scanners and optical digital disk drives as yet additional computer peripherals. IBM is the leader in PC-based systems. The others focus their efforts on multi-user systems.

Hardware needed includes a scanner, a CPU (from a PC to a mainframe), a conversion chip set or card to convert the images to electronic code, and a rapid access storage device (a WORM optical digital disk or a magnetic disk if very fast response time is required). On the low end, a scanner costs as little as $1,000, the CPU as little as $3,000, the chip set $200, and a small optical digital disk drive as little as $2,500. However, the typical fully configured PC-based system costs well in excess of $9,000. Applications software adds another $1,000 or more. Multi-user systems cost even more on a per-workstation basis--sometimes as much as $20,000 each. A major factor in the cost differential is the applications software cost--as little as $1,000 for a simple PC package to well over $100,000 for large, complex systems.

While no local library system vendor integrates document imaging with its system, it is possible to access an imaging system from any terminal on a local library system through a "gateway" in the latter system's CPU. Many vendors now offer such a capability. Recent products introductions by Comstow, Geac, and VTLS are described elsewhere in this issue.

CLSI distributes major maintenance release

CLSI shipped a major Maintenance Release designated Q1 '90 beginning in mid-April. The release addresses more than 150 reported problems, especially ones encountered by customers with Altos platforms. With the new release all customers with UNIX-based systems will be required to go to Release 27.5. CLSI will no longer be maintaining earlier UNIX software releases. This is to insure greater consistency of software versions in the field.

In addition to receiving Maintenance Release Q1 90, Altos customers are being notified individually to schedule upgrades of the Terminal Control Units (TCU's) in concert with an upgrade to the latest Altos UNIX Operating System version. The TCU and OS upgrades are being implemented to correct prior difficulties with communications between the Altos TCU's and CLSI's PC-based products.

Early reports from libraries with Altos-based systems are encouraging. Several are now making rapid progress in system implementation after months of frustration. It appears that CLSI is mastering the problems associated with its migration to UNIX and can soon get back to the primary activities of developing, selling, and maintaining of systems.

[Contact: CLSI, Inc., 320 Nevada Street, Newtonville, MA 02160, Attn: Sara Johnson, Manager, Product Management; (617) 965- 6310.]

Ascent suite for BiblioTech available

The makers of BiblioTech library automation systems, Comstow Information Services, announces a gateway product built on Control Data's ASCENT. It gives BiblioTech users easy access to a variety of data bases and information services such as Dialog, BRS, OCLC, and EBSCO. The ASCENT suite, including gateway and menus for BiblioTech, eliminates the need to know the specifics about connecting to a particular data base, yet allows people easy access to a diverse range of external information.

The ASCENT gateway and menus operate on UNIX processors supporting the BSD 4.2 or System V.2 standard operating systems. Once the user makes a menu selection, ASCENT does the rest--dialing up, logging on and tracking the time spent on each system. Records can be downloaded for saving or converting, transmitted to remote sites, or uploaded to local data bases--all through the ASCENT* host system. ASCENT Suite for BiblioTech maintains an audit trail of complex data transactions.

[Contact: Lynda Moulton, President, Comstow Information Services, P.O. Box 277, Harvard, MA 01451; (508) 772-2001.]

DRA expands journal citation options

Data Research Associates (DRA) now has the ability to load and retrieve not only IAC journal citation files, but also those of the H.W. Wilson Company and ABI/Inform. Searches, including Boolean and keyword, can be performed at any terminal and require no more skill than a regular OPAC search. The major financial implication is additional disk storage. The other leaders in the rapidly emerging journal citation field are CARL, Innovative Interfaces, and NOTIS. The last two levy substantial additional software license fees for the journal citation module.

[Contact: Data Research Associates, 1276 N. Warson Road, St. Louis, MO 63132; (314) 432-1100, (800) 325-0888; Fax (314) 993-8927.]

Advance progress report

Geac's ADVANCE product is rapidly maturing. Not only did a recent release include Boolean searching, the next release (2.0) will include novice and expert OPAC user interfaces and PC-based circulation back-up. The Beta release of acquisitions is projected for the third quarter of 1990, and serials control three months later. Therefore, in early 1991, Geac should be able to hold its own in the increasingly competitive market.

[Contact: Geac Computers, Inc., 515 North Washington Street, Second Floor, Alexan-dria, VA 22314; (703) 836-0225; and Geac Canada Limited, Markham Corporate Campus, 11 Allstate Parkway, Markham, Ontario L3R 9T8; (416) 475-0525; Fax (416) 475- 3847.]

Geac introduces GeoGate

Geac Computer Corporation has introduced GeoGate, a new communications product. Designed to provide universal connectivity for library systems, GeoGate adds to the performance and communications capabilities of the Geac Series 8000 and 9000 computers. GeoGate provides full library functionality to any point on a TCP/IP network. A remote library branch can be linked to the Geac system via an existing TCP/IP network, without the requirement for additional private leased lines or X.25 Public Switching Network connections. GeoGate facilitates the display of ALA characters for all library functions.

A front end Communication Processor, GeoGate interfaces VMEbus hardware and UNIX communications software with Geac applications. Because GeoGate runs on a separate hardware platform, the application host is relieved of the processing burden associated with managing the network link.

GeoGate facilitates connectivity to Geac 9000/8000 applications to a user anywhere on a TCP/IP network. In addition, for those utilizing Geac terminals, GeoGate provides connectivity to other systems on TCP/IP and IBM SNA networks.

[Contact: Geac Computer Corporation, Markham Corporate Campus, 11 Allstate Parkway, Markham, Ontario L3R 9T8; (416) 475-0525; Fax (416) 475-3847.]

IME moves in

IME, the U.K. vendor that recently entered the U.S. market, has established offices in Boston. The initial marketing effort will be targeted on special libraries.

[Contact: IME, 334 Commonwealth Avenue, Boston, MA 02115; (617) 247-3281; Fax (617) 437-9651.]

First VTLS/OCLC LS connect interface installed

VTLS has installed its first VTLS-OCLC LS Connect Interface at the National Agricultural Library. The interface uses the VTLS Remote Interface Manager (VTLS-RIM). With one VTLS command a user can now access the OCLC network and search the OCLC Online Union Catalog--all from a VTLS terminal and without leaving the VTLS session.

The interface marks the second application for VTLS-RIM. It was originally designed as an external information retrieval system for microcomputers and CD-ROMs. A future third application will allow a connection to any network acces-sible by modem or other asynchronous means.

The VTLS Remote Interface Manager allows the National Agricultural Library easy access to OCLC and AGRICOLA on Silver Platter using a single local system workstation.

[Contact: VTLS, Inc., 1800 Kraft Drive, Blacksburg, VA 24060; (703) 231-3605.]

Uninterruptible power supply prices drop

The growing volume of Uninterruptible Power Supply (U.P.S.) sales has finally had an impact on prices. A review of cat-alogs confirms our impression that prices are down as much as 2 percent from a year ago. A one KUA unit with battery is now listed for under $1,700, a five KUA unit usually is under $6,000. Even a ten KUA unit rarely exceeds $10,000. Higher KUA ratings usually cost $750 per KUA.

Therefore, there is little reason for most libraries to forego the benefits of emergency online, computer-grade power even when incoming power deteriorates or fails. A U.P.S. provides some margin of time during which a controlled system shutdown can be performed to protect equipment and data.

While most local library system vendors will supply an U.P.S. if required to do so, some seek to charge substantially more than the prevailing market prices. In that case, the price should be nego-tiated downward or another source found.

OCLC passes 48 million Retrocon mark

OCLC's Retrospective Conversion Division has passed the 48 million mark in 14 years of providing conversion services. The largest single project was nearly 850,000 records for the Cleveland Public Library, but the Division has undertaken projects as small as 400 records. Academic libraries are the most active users of retrocon services, but every type of library uses the service. The Division currently has a staff of 170. Projects take from two weeks to six months or more, depending on size. The accuracy rate is over 99 percent.

[Contact: OCLC, Retrospective Conversion Division, 6565 Frantz Road, Dublin, OH 43017; (614) 764-6144.]

OCLC and RLG to cooperate on computer linking

OCLC and the Research Libraries Group (RLG) have agreed to cooperate in the implementation of standards for computer linkages. The agreement, in the form of a memorandum of understanding, is a significant outcome of the collaboration between OCLC and RLC on technical standards that started in 1987. The memo states OCLC and RLG will work together, as each organization evaluates new interlibrary lending and search and retrieval protocols, to assure compatibility of implementation decisions regarding computer-to-computer linkage.

The linkage will utilize the Open Systems Interconnection (OSI) Reference Model, the Search and Retrieval Protocol Specification, and the Interlibrary Loan Protocol Specification using connection-oriented mode communications and ASN.l and the Basic Encoding Rules. The two organizations will conduct compatibility analyses this year. OCLC and RLG will also explore implementing the link to enable the users of each system to engage in automated interlibrary loan activity with organizations supported by the other system.

[Contact: RLG, 1200 Villa Street, Mountain View, CA 94041-1100; (415) 962-9951; or OCLC, 6565 Frantz Road, Dublin, OH 43017; (614) 764-6144.]

UN library to load records in RLIN

By the end of the year, scholars and other subscribers tq RLIN, the Research Libraries Information Network, will have instant access to more than 206,000 bibliographic records of United Nations documents and other holdings of the UN's Dag Hammarskjold Library in New York.

Two large bibliographic files from UNBIS called DOCFILE and CATFILE, whose print equivalents are UNDOC Current Index and Current Bibliographic Information, will be integrated into RLIN's main data base. The material dates back to 1979 and includes records of much of the internally produced documentation of the UN, a comprehensive listing of the external acquisitions of the Dag Hammarskjold Library, and citations to a selective list of articles from 800 journals. Currently, the records are accessible online only on the United Nation's private UNBIS data base, which is available at facilities in New York and Geneva. Researchers elsewhere are limited to print and microform versions.

Once the retrospective files are loaded into RLIN, the United Nations will furnish new UNBIS tapes on a quarterly basis. The UN Library also plans to use RLIN to create new catalog records online for the Dag Hammarskj old Library.

[Contact: Research Libraries Group, Inc., 1200 Villa Street, Mountain View, CA 94041-1100; (415) 962-9951.]

RLG's off-line retrospective conversion service

The Research Libraries Group (RLG) has introduced an off-line (batch) retrospective conversion service that permits efficient and economical conversion of printed catalog entries into machine-readable records. Called "BRCON" ("b-r- con"), the service offers libraries an alternative to online conversion.

Using BRCON software on a PC, library staff can create files of search records containing minimal bibliographic information. RLG then matches these files automatically against the RLIN data base--the online union catalog of its members' and other RLIN users' library holdings. When an RLIN match is found, the system derives a new cataloging record for the BRCON user's library. Non-Roman records (containing data in such scripts as Chinese, Japanese, Korean, Hebrew, or Cyrillic) are derived as easily as Roman-alphabet cataloging. The REIN Information Center has a free brochure available entitled "Introduction to BRCON."

[Contact: RLIN Information Center, (800) 537-RLIN.]

Amigos and BCR sponsor pilot interlibrary loan project

AMIGOS Bibliographic Council, Inc. (Dallas, Texas) and the Bibliographic Council for Research (BCR) (Denver, Colorado) have entered into a one-year pilot project which provides free reciprocal borrowing between participating libraries in both networks.

For the duration of the project, libraries participating in the AMIGOS/BCR Reciprocal Interlibrary Loan Agreement will keep statistics on their borrowing and lending activities between regions. Participants will be surveyed at the end of the pilot year. The survey results and statistics will be evaluated by each network to determine the feasibility of continuing the agreement.

The AMIGOS/BCR agreement doubles the access to materials for both Networks. Approximately 50 percent of all BCR libraries surveyed have agreed to participate in this pilot project.

AMIGOS Bibliographic Council, Inc., is a not-for-profit resource sharing Network serving members in nine states and Mexico.

The Bibliographic Center for Research is a non-profit, multi-state library cooperative serving the Rocky Mountains and Plains.

[Contact: AMIGOS, 11300 N. Central Expressway, Suite 321, Dallas, TX 75243; (214) 750-6130 or (800) 843-8482; Fax (214) 750-7921;' or BCR (800) 777-7674.]

New CDS publication--USMARC format for holdings data

USMARC Format for Holdings Data has just been published by the Cataloging Distribution Service (CDS) of the Library of Congress. It defines the codes and conventions (tags, indicators, subfield codes, and coded values) that identify the data elements in USMARC holdings records, based on the two American National Standards Institute/National Information Standards Organization (ANSI/NISO) standards for holdings: Serial Holdings Statement (Z39.44) and Holdings Statements for Non-Serials Items (Z39.57).

The new publication represents a review, restructuring, and updating of the Final Draft of the USMARC Format for Holdings and Locations to make it consistent in presentation with the other USMARC documentation.

The looseleaf product contains the results of a general review of content designator terminology and provides expanded guidelines for application of the content designators. It includes changes to the format resulting from proposals which were considered by the ALA ALCTS/ LITA/RASD Machine-Readable Bibliographic Information Committee (MARBI) since the publication of Update No. 1 (October 1987) through January 1990.

USMARC Format for Holdings Data includes four appendixes: Appendix A maps the data elements in the ANSI/NISO holdings standards to those in USMARC; Appendix B provides full record examples, both for serial holdings statements and non-serial holdings statements; Appendix C is a glossary of terms used in the document; and Appendix D lists changes made to the format in this new version.

The publication supersedes the Final Draft of the USMARC Format for Holdings and Locations and its Update No. 1 USMARC Format for Holdings Data sells for $25 (United States) and $28 (international).

[Contact: Library of Congress, Office Systems Services, Printing and Processing Section, Washington, DC 20540; (202) 707- 5000.]

Sears headings on CD-ROM

Over 400,000 Sears subject-headed MARC records with Dewey numbers are now available on CD-ROM from The Library Corporation. The company is offering a free PC-compatible computer, printer, CD-ROM drive, and the LC MARC data base for libraries that purchase BiblioFile Cataloging with an annual subscription to the Sears data base.

[Contact: The Library Corporation, P.O. Box 40035, Washington, DC 20016; (800) 624-0559.]

PBS announced SilverPlatter link

PBS (Personal Bibliographic Software, Inc.) and SilverPlatter Information, Inc., have announced SP-Link, to transfer downloaded SilverPlatter records to Pro-Cite, a bibliographic data base management program from PBS. The companies also announced that SilverPlatter will distribute and market PBS products.

SilverPlatter publishes over 30 CD-ROM data bases for the educational, scientific, agricultural, and medical communities. Records retrieved from a search in a SilverPlatter data base can be transferred to Pro-Cite using the PBS Biblio-Link to DIALOG and SilverPlatter's SP-Link. SP-Link is scheduled for release in the second quarter of this year.

[Contact: PBS (Personal Bibliographic Software, Inc.), P.O. Box 4250, Ann Arbor, MI 48106; (313) 996-1580; Fax (313) 996-4672.]

Laserdisc: prospects improve

The laserdisc format, which many media specialists believe possess the best available video quality, is on the verge of changes that could finally bring it the mass acceptance that has always been sought for it. Heightened attention to audio performance, several companies readying their first laserdisc players, and a new anti-piracy system are injecting new energy into the medium. These developments promise to enhance the laserdisc's reputation.

The new attention to top-flight audio will be most apparent in forthcoming laserdisc players from Pioneer and Denon. Meanwhile, Matsushita is planning to sell two new players under the Panasonic label. NEC is also entering the laser ranks for the first time, and Proton announced plans to do the same early next year. The format will receive a further boost if a new copy protection technology under development convinces Hollywood to put more marketing muscle behind disc releases, and maybe even release films on disc at the same time as videotape.

These developments follow two years of extraordinary expansion in support for the 11-year-old format as laserdisc products have increased in number and variety. Sony, Sharp, Mitsubishi and most significantly, Philips, LaserVision's inventor, have joined Pioneer and Yamaha on the LV bandwagon. The bandwagon has also grown to accommodate new kinds of components, including combination players and players that automatically run both sides of a disc, as well as players that encompass a wider price range. More unusual models now include laserdisc players with sing-along capabilities and at least one CD + Graphics deck.

Moreover, recent improvements in television picture quality, especially among large screens, have encouraged potential buyers to take a second look at the format that promises the highest video quality. Even though sales of players are still only a fraction of those for VCRs, the new players should attract higher sales.

IOLS'90 keynote

Dr. Raymond Neff, Vice President for Information Services at Case Western Reserve University, delivered the keynote address at the IOLS'9O (Online) conference in New York City on May 2, 1990. While Dr. Neff's "Planning Today for the Research Library of the Future" focused on his own institution's plans, there were useful ideas for all librarians.

CWRU is planning to build a new library building, which Dr. Neff envisions to be the heart of the campus for the next 50 years. The new library building will provide for the organization, storage, retrieval and use of information in book, journal, newspaper, microform, audio, video, digital image and machine-readable formats. The presentation offered a forceful reminder that libraries should not focus too narrowly on print, especially in an age of rapid change in information delivery.

Half the materials in the CWRU libraries today are less than five years old. Presumably a large percentage of these are in machine-readable form at the publishers. Neff called for standards to facilitate more of this information becoming available as full-text online services. (Unfortunately he did not address the equally complex marketing issues associated with such a concept.)

There also will be a tendency toward multimedia delivery of data, said Neff. CWRU is developing an image collection system with IBM that would deliver images, anatomical drawings, illustrations, and music along with text.

Neff further advocated the use of the CD-ROM jukebox as a network to make available information stored on CD at any time of day. He pointed out that 20 CDs hold the equivalent of 15,000 full-text monographs.

The new CWRU library will be a node on an optical fiber telecommunications network which will provide speedy information delivery campus-wide and links to metropolitan area networks.

Most of the presentations made during the two-day conference are included in the Conference Proceedings, available for $50.

[Contact: Genaway & Associates, Inc., 530 W. Regency Circle, P.O. Box 477, Canfield, OH 44406; (216) 533-2194.]

Customer services forum

The fourth in CLSI's series of technology forums will be held at the ALA Annual Conference on Saturday, June 23 from 9:00 - 11:00 a.m. This year's topic will be "Customer Services in the 90's." The panelists will include executives from both hardware and software companies, a service industry analyst, an industry journalist, and a librarian. All ALA attendees are invited.

[Contact: CLSI, Inc., 320 Nevada Street, Newtonville, MA 02160; (617) 965-6310.]


Publication Information


PublisherLibrary Systems Newsletter was published by the American Library Association.
Editor-in-Chief:Howard S. White
Contributing Editor:Richard W. Boss
ISSN:0277-0288
Publication Period1981-2000
Business modelAvailable on Library Technology Guides with permission of the American Library Association.