Professional Documents
Culture Documents
3-19
8 2001, DESIDOC
Abstract
This paper deals with the differences between the environments of card catalogue
and online catalogue, and emphasises on the need of developing computer-based
library information systems and services. It describes database technology, kinds of
databases, database management system, computerised library information system,
and management information system. It coven in detail the database design and
compatibility of cataloguing codes for developing databases of computer-based
library information systems.
o E s u o c & l l ~ o f l i rTechnot,
l 2001,21(1)
conceptual data mo&Uing techniques, such as Data Modelling Concepts stated by Peter Chen,
entityrelatbnship approach, which consists of and others and Ranganathan's postulate for
both analytical and design methods and a designing a scheme for library classification; the
data-modelling tool. detail of which will be given in another paper to
The external schemas or models, also called be published later in this journal.
subschemas, are d i e n t useroriented logical 3.5.2 lnternal Level Schema or Model
picturqs of the database. A subschema
The internal level schema relates to how the
describes only part of database or a data
data are actually stored on a storage device. It
structure needed for a specific application in
involves defining the physical organisation of
the form most convenient to that application. the data file on storage device; that is, the way
The main purpose of a subschema is to give a
the data are to be written onto and read from a
particular group of users or application an
storage device. It also entails decisions about
access only to that portion of the database,
the arrangement or establishing logical
which is of their interest. The external schemas
connection of the related physical data or data
are specific parts or portions of the database
records on a storage device for the purpose of
that may be retrieved, re-organised and
retrieval, processing, and display.
displayed in distinctive patterns or
configurations, keeping in view the needs of The layout or physical representation of data
various end users. on a storage device is the concern of computer
programmers or the DBMS. This is the lowest
The internal schema or model is a layout for
level representation of data. The physical
physical representation or storing of data on a
organisation of the database, at this level, is
storage device.
often determined and rendered by the software
3.5.1 Conceptual Leve1 Schema or Model or database system used, and internal
The conceptual level schema is an overall implementation or organisation is unknown to
logical database description of a database of an the end users. Here, database is seen as a
organisation. The database schema i s collection of internal records in electronic form,
representation of that part of the real world that which are normally interrelated by specific
the database is about. For example, the part of mechanisms, e.g., indices, pointers, chains, and
real world,that an online library catalogue is other means of locating or accessing physical
about all types of bibliographic items records and techniques used for inserting new
commonly collected by libraries, namely, data.
monographs--simple and composite, serials, The data in a database are usually logically
and independent contributions or work forming and physically organised according to some
part of monographs and serials. Using a data model. A data model is a collection of
high-level'c~nce~tual data modelling approach, conceptual tools for describing data, data
one can create a conceptual schema or model relationships, data semantics, and data
of a database. The conceptual schema (also constraints. Various experts have proposed a
called the conceptual or logical view of a number of data models for the development of
database) is a precise description of the data database systems. They provide a conceptual
requiernents of users. A conceptual schema or basis for logical organisation of related data
model (also called metadata) can be defined pertaining to an enterprise or a problem area
using entityrelationship approach to data and physically structuring the database in a
modelling and analysis and displayed by means database system. In other words, they are
of the graphical notation known as formal basis for defining unambiguously the
Entity-Relationship Diagrams (E-R diagrams).'"" components of an enterprise-the concerned
One can also apply the postulates, principles of entities, their attributes (data dements), their
Ranganathan's Theory of Knowledge interrelationships, operations and a framework
Classification in designing a conceptual schema for logical and physical organisation of the
or model for specialised database^.'^"' There is enterprise data in a database system.
also, similarity between the Entity-Relationship
D E S l D O C ~ d l n f T = c f t n d2200?,21(1)
,
The databases are generally structured on k lnformation necessary for performing
one of the three data modds namely, the day-toclay operations or foc taking routine
relational data model, the network data model, decision by the staff.
and the hierarchical data model, or > lnformation to aid tactical planning and
combination of these three, or some subsets of decision making (tactical planning is
these three models. concerned with short-run planning: staff
3.5.3 &rml Level Schema or Model recruitment, redeployment, promotion, the
annual budgeting process etc.), and
The external level design, sometimes called
subschema, relates to those particular views or b lnforrnation for the support of strategk or
formats of data, which are generated as outputs long-term library plans.
for specific purposes or to serve the needs of In cohtrast, a computer-based library
different groups of users. information system . (ah0 ca\\ed b a t y
The development of conceptual and management system) serves as an information
external designs (user's views) of a database is system for management and as a bibliographic
the concern of library systems analysts or library information system for library members. It
database administrators. The physical design of provides:
database i s the concern of computer > Bibliographic infomation about the holdings
programmers. of a library and their status to the library
members.
4. COMPUTERISE5 LIBRARY
INFORMATION SYSTEM > lnformation required by library staff and
management to carry out their day-today
Ncrwadays, computerised'library information Iibrary activities, and
systems are developed not only to serve the
b Information which supports managerial and
purpose of online catalogues, but also to serve
decision making functions of different levels
as comprehensive, unified or integrated systems
of library managers, particularly that is useful
covering near total library activities or functions,
to them for tactical (or short-run) planning
such as, acquisition of bibliographic documents
and for a strategic (or a long-term) planning.
and other materials required for running a
library system, creation and upkeep of A computerised library information system
inventories of the purchased materials, integrates or combines near total library
membership registration and allied work, operations, and its subsystems are designed to
appointment of staff and maintenance of their carry out the essential library functions or tasks.
service records, bibliographic items circulation These functional or task subsystems are named
control, upkeep of financial records, and so monograph acquisition system, serial
forth. Such a library information system serves acquisition and control system, bibliographic
not only as a bibliographical information system items circulation system, financial system,
for library members but also as an information personnel management system, and so forth.
system for library management. It supports the These subsystems are very often considered
operational, managerial, and decision making distinct from a bibliographic information system
functions of different fevels of library managers, designed to provide bibliographic information
besides providing information about the library to library users. This actually is not the correct
bibliographic holdings and their status, to its view.
end users. The library system as a whole is a
In any organisation, a computer-based . bibliographic documents handling system that
information system (atso called computerised acquires, processes and makes available
management system) is generally designed to bibliographic documents, and provides
support the operational and managerial information about these documents and other
decision making functions of the organisation bibI'igraphic items that may not be awlable in
and provides: the library to the VIbrary users. \t a h cokcts
D L S l ~ ~ d l n f T e c h n2001,Zf
d, (1)
D Command on library tools and techniques - Formats in which entity records or
(i.e. library classification, cataloguing and information will be displayed ( i.e.,
indexing techniques), and the formats of required outputs or
Expertise in the application database design reports).
and development techniques. One must be -The type of access points or
aMe to: elements which could prove very
A ldentify and describe the entity types useful for user to locate or search
(objects about which information is to be the relevant records of bibliographic
collected for use) and their attributes and items from a database, and the
relationships {i.e. data elements). method or techniques, which may
be used to construct the elements
A Recognise, designate and define the of search or to formulate queries to
essential and optional data elements that search the database.
may comprise database record structure
of an entity type. In other. words, collectivety or blended,
these techniques form special skills to design
A Provide unique identifiers and names to
and develop computer-based library systems
the data elements, i.e., assign unique
and services.
codes to identify the different data
elernenis in the record. These unique The use of computer technology in libraries
codes are also called content designators, forces us to examine and describe afresh almost
which may consist of field tags, indicators, all traditional library policies, rules (including
and subfields' codes and serve as means cataloguing rules), procedures, and techniques
of identifying data elements or values of as a whole and incorporating certain additions\
fields in a machine readable record, and elements from the database design and
A Specify:
development technology.
- Guidelines or rules for identifying 6. COMPATIBILITY OF
and using authentic sources for
collecting data or pieces of
CATALOGUING CODES FOR
information about an entity. That is, DEVELOPING DATABASES OF
the appropriate sources from where COMPUTER-BASED LIBRARY
the values of the attributes (data
elements) of an entity need to be
INFORMATION SYSTEMS
collected for description. The traditional cataloguing codes, like
- The domain of attributes that define AACR-11)' and CCC of Ranganathan', presently
only serve as tools to develop manual
the va\id values of the attributes and
guide decision in case there are catalogues and to limited extent electronic
exceptions. bibliographic databases. To develop a database
of library information system as a whole, one
- Input data format or formats in
needs to:
which records of entities or objects
w i l be input to the system (i-e. the n Expand the scope of these codes.
form in which the given pieces of n Identify and &fine all possible entities or
information about an entity will be entity types that are connected with library
logically recorded). systems, including the various types of
- Rules necessary for uniform or bibliographic documents added in a library
consistent description or rendering collectio~.
of the values of the attributes (data El &kc efforts to revise them so that they
elements), or contents of fields and cowr the rules ,and guidelines to create
subfields comprising database databases of these entity types.
records.
These c& d to incorporate guidelnes
to M i conceptual schema, and jogical data
design or. structure of a library database. One guidelines can be effectively used for entry and
must also: display in a computer.
n Absorb the components of Common The rules framed in part H and J of CCC are
Communication Format ( C C F ) ~ ~ ' ~ ~'~n " " ~ ~ so
' ~ general that these can be used to render the
these codes. names of:
Include the traditional library techniques for a Persons: Personal authors, collaborators,
knowledge organisation, subject indexing library members, library staff, and so forth.
and .information retrieval appropriate for R Corporate Bodies: All types of organisations.
computer environment, such as facet Typical examples are: Governments,
analysis approach to classification and associations, corporate business enterprises,
indexing devised by S. R. Ranganathan. social, cultural, educational and research
n Include the techniques for query formation institutions. A corporate body can be an
and search strategies appropriate for author of a work, a publishing agency (or
computer environment. publisher), a sponsor under whose auspices a
The revised code developed incorporating work is published, or a business enterprise-
all the aspects discussed may be called Code library vendor, book supplier, a library
for 'the Design and Development of contractor, a co-operating library, etc.
Computer-based Library Databases or P Conferences: International, national, and
Information Systems and Services. regional.
Critical an&& of the CCC reveals that this 0 Geographic Entities: Continents, countries,
cock (that has inharsnt potentiality), with some constituent states of a large country, cities,
mckolificatioh, can be used as a code or guide town, sees, and so on.
for creating a comprehensive library database However, to revise and to convert this code
. covering all types of entities associated with a into a code for library database design and
library system.*' development, we need to identify and describe
The careful study of CCC also reveals that it the various types of entities, bibliographic or
is a code, which much before the development non-bibliographic in nature that constitute part
of database technology, identifies and specifies of the library system or have affiliation with it,
d i r e n t bibliographic entity types, namely: and their relevant, appropriate or context
serial, monograph, and their subsets. Even the dependent attributes **. Some of the entities,
list and definitions of various kinds of other than bibliographic in nature, which are
conventional and non-conventional biblio- associated or have linked with the library
graphic items provided by Ranganathan in the system are: library members and employees
code are still valid.' This code also lists and (potential, existing, or retired); library suppliers;
defines all possible attributes of the entity parent organisation(s): library departments or
set-bibliographic document. That is, it specifies units; library systems and institutions;
all the discrete attributes or data elements of equipment; orders of items; invoices of items;
various types of bibliographic items, and has inventories of library items, and so forth.J7-J
framed the rules for description or rendering of Besides incorporating the details of various
their values and grouping and fixing their types of entities h a t have affiliation with the
relative order or sequence within a printed library systems and specifying their attributes,
bibliographic record or a catalogue card. These one also needs to incorporate the rules for
"Entities possess numeraK attributes, including attributes attained due to rkbtionshii with other entities and play
dif(emrt rdes or have different identities in different conditions or contexts. Entities have divergent personifitions or their
personalities are transCwmed or lodc different in chacged circumstances, positions, situations, or locale. For example, a person
can be a teacher, a writer, a father, an employee, or member of an organisation. A given set of attributes (or their values) of a
person, e n a k one to perceive, specify or identify him in a particular role, personificationor conm. Name of a person is
u n W identifier. m, if a p e r m is an employee, then in this case, for hi p w identifitim, one must at least specify
or know the name of organisation in which he may be working and the name of hijob.
rendering the values of the identified attributes of an entity need to be collected for
of these entity types. description.
What has been discussed so far in this 8. Delineate the domain of attributes (data
paper, can-be summarised that to convert CCC elements), which define the valid values of an
into a code for library database design and attribute and guide decision in case there are
development, one. needs to: exceptions.
1. Revise and restate the Canons of Cataloguing 9. Outline:
of Ranganathanto make them applicable not Input formats in which the data of various
only to develop a library catalogue but a entities or objects will form input to the
comprehensive database for library systems, system (i.e. the form in which the given
which may include data about bibliographic pieces of information about an entity will
as well as nan-bibliographic entities. be logically recorded), and
2. Incorporate the Ranganathan's Postulates Output or display formats in which entity
and Principles for Designing a Scheme for records or information,will be displayed
Library Classification and Concept Based (i.e., the formats of required outputs or
Subject Indexing Systems, and the Logical reports).
Data Modelling Technique of Peter Pin-Sen
10. ldentify and specify the access elements or
Chen and further modified by other experts points-the instruments of searching the
as methodologies for the design and
database records, which also constitute
development of library database systems.
component of a search mechanism used to
3. Identify and describe the various types of retrieve information from the database.
entities (e.g., the various types of
11. Specify the methodology for developing
bibliographic items, library members, staff, postcoordinating and pre-coordinating
equipment, records, etc.) associated with a
information retrieval systems appropriate for
library system, their attributes and
computer environment
relationships, or data elements, whose values
comprise an entity record in a library 12. State the techniques of query formation and
database. search strategies appropriate for computer
environment.
4. Designate and define the essential (or
mandatory) and optional data elements of Concluding Remarks .
entity types that may comprise database The development of the proposed code and
record structure. making it an effective tool for designing and
5. Assign unique codes to- the essential and developing computerised library information
optional data elements, which serve as systems is a Herculean task. It requires
means of identifying data elements or values teamwork and support of a nation- level
of fields in a machine-readable record. These organisation. One such national agency that
unique identifiers or codes may be can take up this task is National Information
composed of field tags, indicators, and System for Science and Technology (NISSAT),
subfield codes. Department of Scientific and Industrial
6. Specify a set of rules for uniform or Research (DSIR), Government of India, New
consistent description or rendering of the Delhi.
values of the attributes, i.e., the data elements In the revised code, one must specify the
or contents of fieids and subfields comprising various entity types associated with a library
the database records. system,.identify and define their attributes and
7. Stipulate the guidelines or rules for relationships, and subsequently construct a
identifying and using authentic sources for standard list of fields arid subfilds (data
collectingdata or pieces of informationabout elements) and provide them standard codes,
an entity, i.e.,. the. appropriate sources from tags or -identifiers.Generally, electronic records
where the values of attributes (data elements) of different entities comprised fields and
subfields associated with an entity type, and
DESIDOC Bulktin of Inf TeclrnoI, 2001,21(1)
whose vatues are useful to h a t e , identify, and the less essential data, like price of a book,
get information about an object, an action or a while creating catalogues of small libraries.
process etc. In addition, an electronic record Nevertheless, it provides a comprehensive list
contains certain fields, which contain data of all the data elements that may comprise
required for @e management of database bibliographic records of various types of
system or for other administrative purposes. For bibliographic items in a catalogue (see CCC
example, one such field that forms a Chapter FQ: Section of Entry). However, due to
component of electronic record is 'Record mindset, the most professional librarians ignore
Number', representing unique number of an this direction and think that CCC rules limit us
entity record of a database. The data fields and to provide detailed bibliographic description
their constituent data demenb comprising the about a bibliographic item in the catalogue
records of different types of entities need to be card, unlike AACR-II. This mindset needs to be
identified and defined. changed by way of interpreting the 'Law of
In the proposed revised code, besides Parsimony' or the 'Principle of Trade-off' in the
covering the various aspects listed in the present context. The paralld example of
previous sections, one may also consider to application of 'trade-off in information
redefine the Laws and Canons of Cataloguing technology itself can be seen in the form of
as enunciated by Ranganathan in the light of Y2K bug and old hardware and software
new milieu. For example, 'Canon of designs. Actually, implementation of Y2K
Ascertainability', the principle prescribing the concept is not a bug at all; it is a result of
chief sources of information to collect data for application of Law of Parsimony or principle of
creating .bibliographic records of various 'trade-off by software and hardware designers
bibgraphic items need to be revised to of 19th century. To get more space on disk and
indude the appropriate sources of information in memory, they gave up the precision of
for collecting data about other entity types century indicators, which is proving as a flaw in
associated with library systems. software and hardware designs, in the context
of year 2000 and future applications in almost
With the arrival of inforrnation technology in every field."
library arena, the mindset of some library
professionals about implementation of 'Law of The present cataloguing rules were laid
Parsimony' needs to be changed. In the light of down for creating card catalogue of
'Law of Parsimony', Ranganathanhad suggested bibliographic items manually or
to provide only brief but essential description semi-automatically. These rules need to be
about bibliographic items, while preparing revised, updated keeping in view the ease and
catalogues of libraries other than catalogues of better data processing and retrieval facilities
national libraries or preparing national provided by the information technology in
bibliographies. This approach based on the developing the information systems, and
principle of 'trade-off' (that is, to get something application of new approaches as demanded by
you need, you give up something you need less the technology.
urgently) though good one, is no more valid for A brief outline of the coverage, which may
creating online catalogues or t~nioncatalogues form the part of the proposed code for library
of libraries, which are used not by library users database design, shall be presented in another
but also by those who are involved in book paper.
trade and book publication.
BlBLlOCRAPHlC REFERENCES
With passage of time, due to the above-
mentioned trade-off practice in the CCC, many 1. Rangan?than, S. R. Classified catalogue
professional librarians have developed a notion code: With additional rules for dictionary
that CCC has no prcwision to provide detailed catalogue code. Ed 5. 1988.
bibliographical description, as is the case in 2. Cutter, C. A. Rules for a dictionary
'
Contributor: Prof Madan Mohan Kashyap has retired from Dept. of Library & Information
Science, University of Delhi. His residential address is 201 Kadambari Niwas,
Kadambari marg, Sector - 9, Rohini, New Delhi - 110 085. Tele (R): 786 2699;
Email: mmkashyap@bol.net.in; kashyapl @indiatimes.com