Library Technology Guides

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Volume 2 Number 12 (December 1982)

Online patron access catalogs: insights from Online '82

Online patron access catalogs (PACs) were the focus of a number of sessions at the Online 82 meeting held in Atlanta at the beginning of November. More general sessions also offered food for thought for designers and administrators of such catalogs.

For instance, comments on teaching users online by Jeffrey Griffith of the Congressional Research Service included a number of guidelines for the construction of effective error messages. Experience suggests that:

• error messages should occupy no more than one screen display
• messages should be connected to, or point at other, optional, help screens
• the messages should be worded so as to absolve the user from "blame' throwing the "fault" onto the system with wording such as: "the system could not interpret the last instruction"
• messages should illustrate a correct example in words rather than by means of actual examples. When real examples are given, users frequently type these in character by character and thus do not get the results needed for their particular searches.

The effectiveness of a particular error message can be gauged by monitoring the number of times in which the same error message is invoked twice in succession. The speaker commended the error messages on Lexis/Nexis as being particularly effective.

The validity of those observations was reinforced by a presentation on one of the studies OCLC is conducting as part of the Council on Library Resources sponsored Online Public Access Catalog Study. Referred to as "transactional analysis," the project entails examination of the transaction logs from four online public access catalogs-those of Ohio State University, the Library of Congress, Dallas Public Library and Syracuse University. The logs are being analyzed in an attempt to obtain a description comprising current online catalog search patterns. With such a description, it is hoped that architects of online catalogs will be better able to predict search patterns and thereby design more "user friendly" catalog interfaces.

The transaction log data is being analyzed and charted in graphs, matrices and probability tables. Patterns being examined include the probability of a user choosing to move from one specific command to another, the number of commands per session, the frequency of occurrence of certain command sequences, etc. The work of analysis is not yet completed.

Results to date indicate that subject searching is the operation most frequently performed by the public users of PACs and that the occurrence of an error during searching is most likely to be followed by the occurrence of another error.

In another aspect of the Council on Library Resources study, Douglas Ferguson of the Research Libraries Group (RLG) reported on-a survey of 8,000 public access catalog users who were asked how services could be improved and which new services they would like to see added. Their suggestions included:

• the ability to conduct in-depth subject searches and to access files which would provide subject authority/related term information
• the ability to access the tables of contents, summaries and indexes of the items cataloged
• access to information on the circulation status of the items retrieved-an indication of whether or not the item is on the shelf available for loan
• the ability to print the results of the search
• wider availability of terminals both in the library and at other locations
• inclusion of more information in the PAC: a larger proportion of the library's holdings and access to records for all forms of material

Despite their approval of the technology, these 8,000 PAC users are experiencing a number of problems when using online catalogs. For example, broadening or narrowing the scope of a search to increase or reduce the number of citations retrieved presents difficulties for many users. Determining the correct subject term was another problem area. Truncation appears to be a concept that many users have difficulty grasping.

Other problems reported relate to the library environment in which the PAC is situated rather than to the catalog itself. A major problem is that users are unclear as to which section of a library's holdings are online; they have been told but find it difficult to remember. Signs and brochures are insufficient reminders. The other common complaint relates to an inadequate amount of writing space on the tables at the terminals, a problem can- pounded by the fact that printers are not commonly made available to support PACs.

Joe Matthews, another contractor for the CLR study, enumerated a group of factors with which PAC users have difficulty:

• the use of codes and abbreviations-in screen displays, in search formulation, and in the explanations and error messages on the systems
• the screen displays themselves- the layout of the display screens understanding multiple record displays, the wording of explanations, and the difficulty of identifying the call number in the screen display
• managing the search process- remembering the commands, expanding and reducing the set of search results, and remembering which set of a library's total holdings is included in the PAC
• subject searching-selecting appropriate subject terms, remembering the search process, increasing the size of the result set, handling truncation
• other search operations
• adjusting to delays in system responses-long lists of choices, messages which are too long, undue response times, and the problem of having to wait for a terminal to become available.

Turnkey vendor systems expand offerings

We were recently asked which functions can now be automated using minicomputer-based turnkey library systems. The answer is virtually all but serials control--a function now under development by several vendors.

Specifically, the following modules are widely available:

• Acquisitions
• Bibliographic utility interfaces
• Circulation control
• Community information
• Dial-up access from micros
• Electronic mail, including interlibrary loan
• Local cataloging
• Media booking
• Patron access catalog
• Remote data base searching
• Reserve book room

Less widely available are cable television interfaces, general accounting, on-line authority control, and word processing.

Comprehensive integrated systems which include serials control and on-line authority control may be generally available by late 1983.

Further hints on housing a mini

Following a recent piece on the electrical power requirements for minicomputer based library systems (LSN vol. 2, no. 8), we have had several inquiries about other aspects of accommodating a mini. In a single library system the computer and associated central site equipment are ideally located near the circulation department and, if a patron access catalog is envisaged, the public catalog because this permits a high proportion of the terminals to be wired directly to the central site without the use of expensive communications hardware.

Space requirements vary from system to system but none exceed 135 square feet exclusive of work area. The work area should contain at least 100 additional square feet, not only to facilitate access, but also to dissipate heat from the system. If not a separate room, the area should be surrounded by a security partition to protect the system against those who are not qualified operators.

Minicomputers can normally be accommodated in environments that are comfortable for staff who spend an entire day in an area. The maximum acceptable temperature is 85 degrees F. The typical system will raise the temperature by as much as five degrees in a large room. Therefore, it is recommended that the temperature in the room be five degrees lower than in other areas. If this cannot be done, an exhaust fan and duct should be installed above the system. No modification should be made until detailed specifications are supplied by the vendor. Dramatic changes in temperature will adversely affect a computer system. Weekend shut downs of the air-conditioning to conserve energy should be stepped so that the temperature variance does not exceed 10 degrees F per hour. Humidity should be kept between 40 and 70 percent. A dehumidifier is recommended if high humidity conditions are likely in the building.

Static conditions can also be a problem. These can be diminished by not using wax on floor tiles and installing an antistatic mat in front of the system. A large mat should be chosen to ensure that it extends a few feet beyond the system on each side. These mats are available from local suppliers. Avoid using metal or plastic chairs in the room because moving them around may produce static electricity.

The library's system specifications should require that the vendor inspect the site prior to the commencement of site preparation and that it certify the suitability of the site after modifications have been completed.

DBMS-security features

The pros and cons of various data base management systems (DBMS) are a popular topic in both library and systems literature. A data base management system is the systems software that manages the access to, and manipulation of, an integrated data base. Security control is a feature often mentioned in passing but rarely discussed in detail.

Most data base management systems support a security control option that prevents unauthorized access to the data bases, modification of data and destruction of information. The security capability also records all attempted and completed data base transactions.

By limiting access and modification of the data base a security system protects an organization against unauthorized information changes or unsanctioned use. The data base management security option requires all users to identify and authenticate themselves before gaining access to the system. The authentication procedure normally requires the user to key in his or her unique password. A password can be any word or number known only by the DBMS, key management personnel, and the specific user of the applications program.

For example, the password "white" might be used to give a person "permission" to view, but not alter, the contents of an order file. As security needs dictate, this password could later be changed to "pink" or "blue." Another password, "marble," for instance, might then be used to allow the operator to make changes in order file data. Obviously, passwords are assigned on a need-to-know basis.

Furthermore, a data base management security system records every attempted and completed security violation. This monitoring feature is an effective deterrent to improper use of the system, because the potential abuser knows that he or she can be positively identified as a data base intruder.

Data base security systems are growing in popularity. It is estimated that only one out of every four DBMS users currently utilizes a security control mechanism. By 1985, approximately four out of every five data base management installations are expected to incorporate a security option.

Data base searching widespread

Data base searching is becoming a commonplace activity in U.S. libraries according to a study recently completed by King Research Inc. The study determined that 70.5 percent of the special libraries in profit-making institutions do data base searching. Some 66.7 percent of federal libraries and 56.7 percent of academic libraries also do data base searching. Percentages for special libraries in non-profit organizations and public libraries are 38.8 and 29.7 respectively. Very few federal, academic, and public libraries (8.7 percent) order documents on-line, but some 22 percent of special libraries in for-profit organizations do. The King study is entitled "Libraries, Publishers, and Photocopying:

Final Report of Surveys Conducted for the U.S. Copyright Office." It includes other data on many aspects of library photocopying and interlibrary loan practices. The report is available for $25 prepaid. [Contact: King Research Inc., 6000 Executive Boulevard, Rockville, MD 20852.]

While information on the extent of data base searching is regarded as a trade secret by North American data base services, European attitudes are much more open. Harry Mahon, Head of the Euronet Diane Launch Team, told a session at the recent Online meeting that the Euronet service is now available in 15 European countries and has 2,500 users. Files available on the services are divided almost equally between bibliographic and fact data bases. In March 1982 users were making 25,000 calls per month and logging over 5,000 connect hours per month.

Some insight into the practices and preferences of North American data base users was given by Carlos Cuadra of Cuadra Associates in an associated presentation at Online. Cuadra reported on a marketing study his company had conducted into the potential demand for Euronet Diane services in the United States.

Cuadra surveyed a specialized sample of 600 people all of whom had attended seminars on the use of non- bibliographic data bases and, as such, were judged to be particularly innovative and aggressive in their approach to the use of alternate information sources. Responses indicated that most people (70 percent) preferred data bases that were international or general in coverage; 14 percent were specifically interested in European coverage, and 16 percent wanted information relating only to a particular European country. In broad subject interest, respondents (selecting from a list of coverage that mirrored that of the available Diane data bases) indicated the following order of interest: i) scitech, ii) business and industry, iii) social sciences and humanities, and iv) multidisciplinary.

General data on the characteristics and preferences of those surveyed also emerged: most of the searchers (85 to 90 percent) served end users within their own organizations; they averaged 6 to 7 hours of online searching per week and, again on average, accessed 4.6 different online search services. [The latter figure compares with a situation established by a survey in 1974-75 when the average number of services accessed was 1.2.] The survey group showed a preference for system protocols which mimicked Dialog, with Orbit and BPS as second and third choices.

Bibliographic data bases proved to be the most popular by a factor of 2:1 over full-text which was the second most preferred form. Statistical bases were not popular. While the preferred language for both system interfaces and data was English, a large number of respondents indicated that there was someone in their organization who could deal with the more common foreign languages such as French and German.

Overall, U.S. users expressed substantial interest in European data bases, giving preference to files with broad scope and systems and data in the English language. While not relishing the thought of having to learn additional new search systems, most of the potential users expressed a willingness to do so if necessary. Two points considered essential for the success of any drive to popularize European files in North America were:

• i) the provision of English language documentation and training
• ii) the provision of user support services based in North America

As a result of the interest discerned in this study, a marketing plan has been developed which envisions the gradual introduction of the European services in North America. As the first wave, information brokers who expressed interest are to attend an intensive training session in New York and Euronet will set up a North American customer support service. Those who wish to, will be able to access the systems directly rather than to wait for the training sessions and support system to be in place.

Harper & Row planning computerized version of Roget's Thesaurus

Harper & Row is developing a computer software package of the complete 250,000 word "Roget's International Thesaurus" for use primarily by research libraries, newspapers and magazines. The package will initially be marketed in hard disk form for use on minicomputers; a floppy disk version for 16K micros may follow. Software is being developed for the publisher by Dictronics, a New York firm that specializes in transferring printed reference material into machine- readable form. A retail price has yet to be established for the software which is expected to be available by Spring, 1983. The company sees no market for on-line remote access to the thesaurus at this point.

Western Electric flexes its muscles

The manufacturing arm of AT&T- Western Electric-has announced plans for marketing computer equipment. The company will begin commercial sales with a 32-bit minicomputer, the 3B20; the Unix operating system for micros, minis and mainframes; digital switching equipment, and software packages. The company is expected to become a major factor in the automation market due to its size and technical expertise.

Electronic ordering from the British Library

The British Library will soon be accepting orders by electronic mail- Dialog's Dialorder or SDC's Electronic Maildrop.

Among the unique resources of the Library is the world's most comprehensive collection of patents. Over 20 million patents from all countries are kept on file. The price for a single patent of up to 30 pages in length is approximately $1.88 to $6.27, depending on the country in which the patent was filed. An additional $.17 per page is charged for each page over 30. The prices are inclusive of packaging and airmail postage. Photocopies are normally dispatched within 36 hours of receipt of order.

The British Library will continue to accept mail and Telex orders. No special order form is required. [Contact: British Library, Photocopy Section, 25 Southampton Buildings, Chancery Lane, London WC2A lAW, England, Telex 266959.]

Plato to fit Apple and Atari

Control Data Corporation (CDC) has announced the availability of its Plato educational software on Apple II Plus and Atari 800 microcomputers. The computer-based courses were first written for use on CDC's own model 110 micro in 1981. In May CDC had announced the availability of the programs for Texas Instruments micros.

The available courses deal with basic number facts, whole numbers, decimals, fractions, physics, elementary mechanics, French,--Spanish and German vocabulary, and introduction to computer literacy. Prices range from $35 to $45 per lesson at many computer stores and by mail order from CDC in Minneapolis. Nearly 12,000 other courses continue to be available only as packages for mainframe computers. It is likely that more courses will be rewritten for a large variety of micros in 1983.

Micro market to go to 16-bit systems

A recently completed multi-client market study by The Eastern Management Group of Morris Plains, New Jersey, predicts that 16-bit based micros will displace 8-bit machines by the mid- 1980s. While the short-term advantages of 16-bit machines are currently limited because of the relatively small number of software packages now available, new business-oriented software is being written for the more powerful machines. The 8-bit system just cannot accommodate the sophisticated programs users require, said many of the experts interviewed by EMG, an opinion echoed by Seymour Merrin in a discussion of micros at Online '82. The EMG report concludes that the best interim solution is to purchase a machine with a dual processor, one 8-bit and the other 16-bit. Examples of such systems are the North Star Advantage 8/16, the Vector Graphics Vector 4, and TRS 16.

The report forecasts another period of uncertainty when 32-bit micros become generally available in the late 1980s. Digital Equipment Corporation is already developing a 32-bit micro by downsizing its powerful VAX minicomputer. The 32-bit micros will offer compatibility with many minis and mainframes so that software will not have to be changed even if an organization grows very rapidly. The report predicts that Apple, Tandy, and Commodore will be displaced as the market leaders in microcomputers.

The report is not available for general distribution.

IBM Series/34 a questionable buy?

We recently received a query about the suitability of the IBM System/34 minicomputer for library automation. It was apparently prompted by a recent 10 percent price drop to a price range of $15,000 to $90,000. There are two reasons to be cautious: (1) no supported library applications software packages are available for the System/34, and (2) there is good reason to believe that the line will be dropped soon in favor of the more sophisticated and powerful System/38, which begins at $60,000. It is possible to migrate to the System/38 from either the System/ 3 or the System/34. However, there is no supported library applications software package available for the System/38 either. The ILS (Integrated Library System) software package developed by the Lister Hill Laboratories for Biomedical Communications runs on the IBM Series I and NOTIS software developed by the Northwestern University Library runs on the IBM 4300 series of equipment. The price of the latter hardware has also been recently reduced-for competitive reasons rather than the possible discontinuation of the line.

Is it a micro or an intelligent terminal?

With attention increasingly being directed to downloading the results of computer searches of remote data bases for local reformatting (see LSN vol. 2, no. 4, p. 29-30), more librarians are having to address the question of the difference between a microcomputer and an intelligent terminal.

For all practical intents and purposes, the functional hardware of intelligent terminals and personal computers- CRT, keyboard, microelectronics is exactly the same. The only differences between the two devices are the intelligent terminal's inherent communications capabilities and the absence of local diskette or other secondary storage. By the very nature of its design, an intelligent terminal was made to communicate with a host processor; it cannot stand alone. Conversely, a micro or personal computer is designed for dedicated, standalone processing.

The average price of personal computers and intelligent terminals are approximately the same, between $3,000 and $5,000. More advanced and sophisticated devices in each product class sometimes sell for as much as $10,000. Intelligent terminal vendors are moving upscale, bringing out intelligent terminals that can also run as personal computers.

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