Bonnie Gormley

Steve Asbury

04/15/10

Systems Purchasing Assignment

The library of the NotReal Imaginary Museum is a large art library. It boasts an extensive collection
covering many periods and styles of art, but is especially primarily on information about n the museum’s
permanent collection. The library’s collection contains books, images, and documents, and examples of
original artwork. The Imaginary Library’s mission is to educate the public about the museum’s
collections and the importance of art in the community. The library serves the general public, artists, art
students, museum patrons and art historians, providing an excellent collection of art history materials
and original artwork. Unlike many museum libraries the NotReal Imaginary Museum library’s collection
circulates and participates in interlibrary loan. The library’s automated software is outdated needs to be
upgraded to new software that will give the library an online presence and allow it to perform all
necessary library functions electronically.

Modules Cybertools EOS Web InMagic

I. OPAC
1. Intuitive Searching ("Did you mean?") No No No
2. Multiple search options & Boolean Yes Yes Yes

II. Cataloging
1. Able to catalog visual resources Yes Yes Yes
2. Directly import MARC records Yes Yes Yes

III. Acquisitions
1. Perform bookkeeping tasks ? Yes Yes
2. Update all modules at once. ? Yes No

IV. Circulation
1. Automatically track overdue books. Yes Yes Yes
2. Online Interlibrary loan module. Yes Yes Yes

This is a chart of the three automated library software products and how they compared to the
specifications the library chose for the OPAC, cataloging, acquisitions, and circulation software modules.
Listed below are the specifications that were chosen and the reasons why the library made those
particular specifications a priority.
OPAC

1. Federated Searching/ multiple search options

2. Intuitive searching

The Museum library wanted the OPAC to have Federated Searching/ multiple search options so
that the users could use it for complex searches. We also wanted the OPAC to have Intuitive searching
module that corrected spelling errors and made search suggestion. Such a feature would make using
the OPAC much simpler for the user, especially if they are not quite sure how something is spelled.

Cataloging

1. Supports Images

2. Able to Import MARC Records

This software will be for a museum library which has many works of art as well as books in its
catalog, and so it was imperative that the catalog be able to display images. The library also wanted the
cataloging module to have the capacity to Import MARC Records, which would make the cataloger’s job
much easier.

Circulation

1. Track due date

2. Interlibrary Loan module

For circulation the specifications were that the software had to have the basic function of
tracking books that had been checked out and we also wanted the circulation module to be able to
handle interlibrary loans.

Acquisitions

1. Able to Keep Record of Purchases

2. Updates all modules with a single operation

 The acquisitions module needs to be able to keep track of the library’s purchases and updates all
modules with a single operation; this would streamline the acquisition and cataloging process.

Three companies that specialize in creating automated software for special libraries were
reviewed. These companies were Cybertools, Inc., EOS International, and InMagic. The products of
these three companies will be assessed and compared against the libraries specifications. The following
paragraphs are descriptions of each system and its developer.

CyberTools, INC.

Cybertools, Inc. is a Massachusetts based company which sells the library automation software
called Cybertools for Libraries. Cybertools has been in the market of library software since 1998 and
they have 331 systems installed and in 2009 they gained 32 new customers. Customers that have
purchased Cybertools included Baptist Health South Florida, Rutland Regional Health Center, Mars Hill
Graduate School and Health Science Libraries.

Cybertools is popular with medical libraries but is suitable for most medium to large special
libraries. The company’s address is Cybertools 249 Ayer Road Harvard, MA 01451. The phone number
is 978-777-9200 and its URL is http://www.cybertoolsforlibraries.com.

The system requirements for Cybertools are that the minimum Microsoft workstation needed is
Windows 2k, XP, Vista or better, and the minimum requirements for a Mac workstation is a workstation
that runs Mac OS 10. The browsers that run with Cybertools are Firefox 2, Internet Explorer 5 or better
for Microsoft workstations and for Macintosh Firefox 2, Safari 3, Internet Explorer 4 or Netscape 4.5 or
better. There were no exact limitations listed for the number of titles or record size but the website did
claim that Cybertools is capable of managing millions of library titles with thousands of simultaneous
users. The minimum requirement for in-house server configurations is Linux or Microsoft. The
programming language is Cache, a relational database that supports SQL and ODBC.

Cybertools offers modules for: cataloging, including importing MARC records from any source,
using any classification system, and a MeSH (Medical Subject Headings) interface; Circulation, including
inter library loan functions, hold, trace, etc., inventory management using bar codes; OPAC which
features searching according to several fields, allows cataloging of images; Z39.50 compatibility to
facilitate sharing of data between libraries. Cybertools added an ERM modal to its repertoire in 2008.
Cybertools ongoing support options are off-site hosting of library systems through Software-as-a-Service
servers. It was not possible to locate information about the price of Cybertools products; neither the
website nor the support staff offered any information on this topic, not even the articles reviewing the
company did not mentioned the price.
EOS.Web

EOS International is a large company that has been in business for over 29 years, with 1,073
systems installed. In 2009 they gained 186 new customers. Some of EOS customers include Carnegie
Endowment for International Peace. Virginia Department of Transportation and St. Jude Medical, Inc.
EOS International products are EOS.web express, EOS.web enterprise and EOS.web media. The EOS
Web Express and Enterprise ILS software programs appear to be by far the most fully functional and
versatile systems available for special libraries.

The cataloging module is fully compatible with the MARC 21 bibliographic format. The MARC
Editor allows a cataloger to import bibliographic records directly into the catalog, thus saving time and
effort for performing these functions. EOS literature promotes its products to museums who wish to
“provide access to an inventory file of paintings including the artist’s name, title of work, size, type of
medium used, acquisition date, ID number, catalog number, catalog name and date, provenance of the
work, catalog description of the painting, etc.” The database allows cross-library searching with Z39.50
and natural language searching. The acquisitions module is simplified because one transaction can be
updated across all modules. There is a module specifically designed for serials management which can
support online journals and digitized journal articles. The Web OPAC module features federated
searching and Open URL and allows users to create their own search and title lists, retrieve linked
electronic resources from a record, and place a hold for a particular title. The software can be hosted
either on a library’s own servers or be hosted on EOS servers for perhaps a lower cost.

The workstation requirements for running EOS software is Microsoft Internet explorer 6, 7, or 8,
Browser must support Cookies and Java Script, EOS.web. The OPAC can run on workstations that use
Internet Explorer, Firefox, Opera, Safari, and Google Chrome. The system requirements for single
servers that are web and database application servers are 2-way Intel® Xeon® Processors 2.8 GHz or
better,148 GB RAID Drives ,2 GB Memory ,Microsoft® Windows Server® 2003 SP2 (32-bit) or Microsoft®
Windows Server® 2008 SP2 (32-bit) or Microsoft® SQL Server® 2008 Reporting Services (32-bit),
Microsoft® SQL Server® 2008 SP1 English Version (32-bit), Microsoft® Internet Information Server 6,
Microsoft® .NET Framework 3.5 , Microsoft® Message Queuing (MSMQ), Microsoft® Internet Explorer®
6, 7, or 8, and remote access. The system requirements for a dual database or application server are 4-
way Intel® Xeon® Processors 2.8 GHz or better, 148 GB RAID Drives, 4 GB memory, Microsoft Window
server 2003 SP2 (32 bit) or Microsoft Windows server 2008 SP2 ( 32 bit), Microsoft® SQL Server® 2008
SP1 English Version (32-bit), Microsoft® SQL Server® 2008 Reporting Services (32-bit) , Microsoft® .NET
Framework 3.5, Microsoft Message Queuing (MSMQ), and remote access. The system requirements for
web servers 1-way Intel Xeon Processors 2.8 GHz or better, 80 GB RAID Drives, 2 GB Memory, Microsoft
Windows Server 2003 SP2 ( 32 bit or Microsoft Windows Servers 2008 SP2(32-bit), Microsoft Internet
Information Server 6, Microsoft. NET Framework 3.5, Microsoft Internet explorer 6, 7, or 8, and Remote
Access.

The general price tag for the system is $32,000 for an in-house installation or between $1,000
and $4,000 per user if the system is hosted by EOS. There is 24-hour technical support for all EOS Web
products. EOS International is a company which has been active for about 29 years and has installed
over 1,000 automated library systems. EOS international excels in providing automated software for
special libraries; it is particularly popular with corporate and legal libraries but offers solutions for other
libraries as well. EOS International’s address is EOS International Headquarters 2292 Faraday Avenue
Carlsbad, CA 92008-7208. Its phone numbers are 1-800-876-5484 and 1-760-431-8400. Its URL is
http://www.eosintl.com.
InMagic

InMagic is a company devoted to creating automated software for what it describes as “social
Libraries”. InMagic has been in the industry of library software for over 25 years. InMagic claims that
over 5,000 organizations in 100 countries use InMagic and InMagic has 179 systems installed and over
6,000 customers. In 2009 they did not gain any new customers. Some of InMagic’s customers include
NASA, Ophea, Owens Corning, and RV Anderson, California Child Welfare Resource Library. The
company’s address is InMagic Corporate Headquarters 200 Unicorn Park Drive Woburn, MA 01801. Its
phone number is 781-938-444 and its URL http://www.inmagic.com.

InMagic specializes in software for special libraries in the fields of aerospace and defense,
consumer goods, energy, oil and gas, engineering, financial services, health care, pharmaceutical,
biotech and the government. These fields tend to deal with large amounts of information and so
InMagic products are best suited for large organizations and businesses. The products that InMagic
offers are Pesto for social libraries, DB/Text Library Suite.

The product that was selected as the best fit for the Imaginary museum library was DB/Text
Library Suite. The system requirements to run DB/ Text Library Suite are Windows 2000, windows XP or
better. The Programming language is XML. InMagic products offer modules for library functions such as
cataloging, circulation, serials management, acquisitions, Web OPAC, Interlibrary loans, and MARC
compatibility. INMAGIC Plus for Libraries.(Microcomputer-Based Automated systems Evaluations rated
InMagic as having a good to excellent rating for the features of Data storage, performance ease of use
documentation , customer support. InMagic's overall rating was a 6.6 which was considered good but
not excellent. The article also contained a list of modules offered and their prices, which ranged from
1,400 to 175 dollars, but the article was rather old and the information may no longer be accurate.
Neither InMagic’s website nor the companies support staff provided any information on InMagics
current prices. InMagic expanded during 2008 and it released a reworked version of its library
automation products called DB/Text library suite. Recently the company has changed focus from special
libraries to solutions for large companies.

InMagic offers technical support to all customers with a current maintenance agreement.
There is a customer service email address where customers can ask any non technical questions that
email address is customersvc@inmagic.com and technical support can be reached by the email
address support@inmagic.com or the phone number 1-800-229-8398.

Comparison and Assessment

Cybertools, EOS.web, and InMagic Suite were pretty much the same when it came to meeting
specifications for the OPAC, cataloging and circulation. Unfortunately none of the special library
software offered intuitive searching but they were all able to provide multiple search options. All the
products were able to meet the cataloging and circulations specifications. It was in acquisitions that
differences began to appear. Cybertools has discontinued its acquisitions module and is no longer
offering it to new customers. Eos.web was able to keep record of purchases and update all modules
with a single operation and InMagic library suite could keep record of purchases but not update all
modules with a single operation. It was disappointing that none of the products offered intuitive
searching. Out of these three products the one that met the largest number of specifications was
EOS.web. Since Cybertools is not currently offering an acquisitions module, it not suitable for the
Imaginary Museum Library and InMagic seems more suited to large corporations and medical libraries,
not museums. EOS.Web had the added bonus of not only being able to catalog images but they were
able to do it in a way especially intended for museum libraries.

All three software packages we examined are fully functional integrated library systems which
feature basic library-specific modules, with the exception of Cybertools for Libraries, which currently
only offers an acquisitions module for current customers only. All the systems are designed for large-
scale server applications which require a substantial amount of memory space and processor capacity;
they are structured around programming standards such as XML and SQL. However, the three
companies differ widely in their attitudes towards customers and potential clients; EOS International
responded quickly and thoroughly to our inquiries about their products, while InMagic only offered an
unsatisfactory, incomplete response to questions.

Product recommendation

If the NotReal Imaginary Museum library really existed and was in need of a new automated
software system then EOS.web Express would be the most suited for its needs. EOS.web is the best
possible choice for a number of reasons. The foremost reason was that EOS.web Express met more of
our specifications than any other company. The most important specification we had for the Imaginary
Museum library was the ability to display and catalog images. This feature is important because the
museum library had artwork as well as books in its collection. All three products had the capacity to
catalog images but ESO. Web Express was the best because also has a cataloging solution specifically
intended for museum libraries. The EOS International claims that EOS.web Express can “create an
inventory file of paintings that includes the artists name, the title of the piece, and size of the piece,
medium, date of acquisition, provenance of the work and a catalog description of the piece.” This is
ideal for the Imaginary museum library. Another reason EOS.web Express is ideal for the Museum library
is that the company that sells it, EOS International is one of the largest of the special libraries software
companies. It has been in existence the longest and it has the most systems installed. It is a popular
and stable company and so it is a good choice for the museum library. It is important that the company
that makes the product the NotReal Imaginary Library stay in business. If the company collapsed that
would cause problems for the NotReal Imaginary Library.

EOS.web coasts 32,000 dollars plus extra for maintenance and support. This seems like a
reasonable price and it was the only company that was willing to share its price with us. Finally EOS.web
Express is the best choice because of its support and services. EOS International offers many support
services, such as 24 hour 7 days a week year round phone and email support service and monthly
updates and software enhancements. Many of these services are free and they are a real benefit for the
customer. Also when we emailed EOS International with questions about their product they responded
quickly, helpfully and politely, providing us with much needed information, even though we were only
students with a project and not a paying customer. The other companies either did not respond at all or
sent form responses that did not give much useful information. Eos.web Express would be the best
choice for the Imaginary museum library.
 Bibliography

1. EOS International

http://www.eosintl.com

2. InMagic
http://www.inmagic.com

3. Cybertools, for Libraries.

http://www.cybertoolsforlibraries.com

4. “InMagic Plus for Libraries (Microcomputer- Based Automated Library Systems: New
Series, part 2,”Library Technology Reports 29.3(1993)327.

5. “Computers in Libraries: Products and Services by Vender,” Information Today(2006)

6. “Company Profiles,” Library Journal (2009)33-39.

7. support@inmagic.com, email message to authors, April 15, 2010.

8. David Cheatham, email message to authors, April 15, 2010.

9. Breeding, Marshall. “Automation Marketplace 210: New Models, Core Systems,” Library
journal (2010).

There were also several art museum websites that we glanced at looking for information, here is
a list of the some of the ones we used the most.

1. Worcester Art Museum

http://www.worcester.org

2. Saint Louis Art Museum Library

http://www.slan.org

3. Clarence B. Hanson, Jr. Library: Birmingham Museum of Art

http://wwww.artsbma.org

4. Smithsonian Institution
http://www.si.edu