___________________________________________________________________ ________ | ______ | || AALL || ## ||______|| # # |________| # # # # ____|__|____ ##### # # ### ### ##### /## ### ### ##### ### | . | # # # # # # # # # # # # # # # # # # #_ | ====| # # # # # # # # # # # # # # # # # # # |____________| # # ### # ### # # # #### # ### # # # ### _________________________________________________________________________ Summer/Fall Automatome Vol. 10 1991 no. 3/4 Automation and Scientific Development SIS American Association of Law Libraries _________________________________________________________________________ ASD SIS Chairperson: Secretary/Treasurer Nuchine Nobari Jo Ann Humphreys Library Alliance University of Missouri New York, NY Columbia Law Library Vice-Chairperson/ Automatome Editor: Chairperson-Elect Anna Belle Leiserson Ruth Armstrong Alyne Queener Massey Law Library Social Law Library, Boston Vanderbilt University _________________________________________________________________________ TABLE OF CONTENTS From the Chair Nuchine Nobari Table of Automated Library Systems Reviewed REVIEWS OF 10 AUTOMATED LIBRARY SYSTEMS The Assistant Jacqueline S. Wright and Timothy N. Holthoff BiblioTech Software Betty Howell Carlyle Systems Steve Hunt Data Trek Library Software Linda Register INMAGIC Robert E. Riger INNOPAC Jane Walsh Information Navigator Sandy Gold NOTIS: An Overview Diane I. Hillman PALS Integrated Library System Christopher Noe Sydney Library System Jane Reynolds COLUMNS From the Editor What's What......................Carl Christenson Minutes..........................Jo Ann Humphreys Financial Report.................Jo Ann Humphreys Survey of Computer Librarians....Mitch Fontenot _________________________________________________________________________ FROM THE CHAIR by Nuchine Nobari Welcome to the first issue of Automatome of the 1991-92 year. I find it challenging to chair an SIS that is so much at the forefront of technology. Our mission is to be innovative and to review technologies at their "developmental" stages. This year's AALL President's theme, "Pass the Word," is an appropriate call to answer. Via our 1992 programs and our continuous efforts throughout the year, we plan to respond to this challenge. "Sharing" our experience will be the focus of our efforts this year. This economy will also have more of us focus on sharing technologies we already have, rather than going on a shopping spree for yet another new toy. Even the exhibitors at the AALL Conference seemed to offer few truly new technologies; rather, the vendors as a group focused on new applications of basic technology, new functionality, and enhanced performance. I see this emphasis on improving what we already have taking place in the library computer industry as a whole. We saw more CD-ROM titles, and will probably see more imaging technologies by next year. It seems that the issues that confronted us with respect to online electronic files a decade ago are being raised again with respect to CD-ROMs -- networking, standardization, etc. You will notice that vendors are stressing connectivity of their systems with other systems. For example, OCLC is working with some producers to insure that its new system, PRISM, can export records to local systems, and some producers are making tapes of their databases available to local area systems. CD-ROM vendors seem to be working on improving the shortcomings of their systems with respect to networking and systems requirements. Many vendors see standardization as a necessity and not a luxury. As Anna Belle points out in her editorial, we will see a more open systems environment capable of electronic mail, networks, catalogs, and online databases. And hey, if IBM and Apple could collaborate, why not the vendors in our special world of librarianship? We just have to keep on addressing these issues, and pressing the vendors. ASD's agenda for 1991/1992 proposes to do just that. 1992 PROGRAMS I know it may appear too early to talk about 1992 now, but we will soon be planning our programs and I am certainly intent on getting many of you psyched up for them. I am sure, like any previous year, there will be too many interesting meetings and not enough time. Moreover, your feedback on these programs could enable us to plan them with a focus on your specific needs. Our proposed programs represent the diverse interest groups in our membership, and were based on the discussions that took place at our SIS Business Meeting in New Orleans. The ideas came from librarians who had been challenged by a task not tried before, and who agreed to share their experience with the rest of us. The topics proposed include: scanners and digital technologies, computer peripherals and networking them, transferring text and images from computers to a printing plant using database publishing technologies, networking CD-ROM's, "e" mail and other electronic resources, and reference services subsystems. Ruth Armstrong, the Chair-Elect has submitted them and we are now waiting for a decision from the Education Committee. Since technological interests of this section overlap with those of a few others, we have tried to include programs that could benefit a wider audience while offering two that our "techies" could appreciate. Anna Belle's efforts in pulling this special issue on library systems attest to that. _________________________________________________________________________ FROM THE EDITOR This issue of _Automatome_ focuses on the difficult-to-assess yet critical topic of automated library systems. Variously called library automation software, library management systems, and so on, the first difficulty is simply the terminology used to describe this family of products. By "automated library systems" we do not mean online services such as OCLC's union catalog and Lexis nor plain vanilla database software such as unvarnished dBase, but rather software and sometimes hardware designed to computerize and integrate basic library functions -- acquisitions, cataloging, circulation, serials and the public catalog. The topic is timely. While it may seem as though most of us have integrated systems, in fact most of us do not. An estimated 80% of libraries in the United States have only limited forms of automation or none at all -- particularly public school and SPECIAL libraries. In addition, "downsizing," i.e. moving from larger proprietary to smaller open hardware and software, is the trend -- meaning costs are falling and hardware requirements are more likely to match what we already have. Put these facts together, and it is clear that law libraries are a hot marketplace. Ten systems are reviewed, based on your responses to the survey distributed in the last issue of _Automatome_. With one exception, we have included all systems that you told us you used. The exception is LS/2000 (formerly owned by OCLC and now by Ameritech, the new owner of NOTIS). According to the one respondent using LS/2000, this system is in too great a state of flux to be worth reviewing at present. We know that we have missed a number of important packages, and therefore call on readers once again to let us know what you are using. Intelligent Catalog users -- come out of the closet. Dynix users -- speak up. Both of these systems exhibited at AALL this year, and the latter is the largest installed library automation vendor in the world, with the fastest growth in the U.S. -- but not one user responded. We know you are out there. We plan to do similar analyses of these missing packages in the next issue of _Automatome_. Our goal is in two issues to have broad coverage of automated library systems being used in law libraries of all kinds. However in order to do this we must hear from those of you whose systems we have not included. Please write the editor as soon as possible if you think we should evaluate your system. In addition, we plan for the next issue to review non-library specific software (for example, dBase, Paradox, askSam and Q&A) that many of you have cleverly tailored to meet your needs. Some of you can be identified from your responses to the survey. If others of you would care to volunteer to share your techniques, please feel free. The current officers of this SIS cannot stress enough how important it is to have active participation from a variety of members. Moreover, we are particularly seeking hands-on information to share with each other. In reading the individual system reviews that follow , it should be obvious (if it wasn't already) that there is no such thing as a perfect automated library system. From survey responses, written analyses and informal conversations, one finds both happy and unhappy users, though generally more of the former. Ultimately the picture is painted in shades of light gray, and the message is clear that we must look carefully and respect our individual needs in assessing what is best for our own library. For those of you considering a new system or system migration, one of the most basic but important recommendations is to get referrals and talk to other users as much as time and your telephone bill permit. We need to become if not expert, at least comfortable with a wide variety of subjects, and it's not easy. Operating systems, for example, go far beyond DOS and Mac into the more mysterious world of proprietary mainframe and minicomputer hardware -- and they can be important to know about since a number of major library automation vendors, including Innovative Interfaces, Carlyle and Comstow Information Services, have changed or are currently changing their operating systems. Issues peculiar to law libraries that must be kept in mind when analyzing a system are serials and search strategies. These systems are designed for libraries -- not necessarily law libraries -- and our heavy preponderance of irregular and generally odd serials' holdings is a severe test of any serials module. Also, since our patrons typically look to Westlaw and Lexis as models for search strategy, searching capabilities of a system must be analyzed accordingly. Many systems, for example, do not have proximity-based searching, though most do offer keyword and Boolean. For more information covering a broad spectrum of systems, _Library technology reports_ is an excellent resource. Volume 27, no.3 (May/June, 1991) is an update to two 1990 issues covering microcomputer-based library systems; and volume 26, no.4 (July/August, 1990) surveys "The library automation marketplace" in the broadest sense. The table that follows represents our effort to have some consistency in our analysis of the systems. While we have made every effort to be as accurate as possible, it is inevitable that there will be some disagreements with our findings. Certainly, the table is useful as a window into the trends in automated library systems. For assessments that touch on the quality of a package's offerings, the ten hands-on reviews in this issue offer practical insights into these systems. _____________________________________________________________________________ TABLE OF SYSTEMS REVIEWED 1. Assistant 6. INNOPAC 2. BiblioTech 7. Information Navigator 3. Carlyle 8. NOTIS 4. Data Trek 9. PALS 5. INMAGIC 10. Sydney 1 2 3 4 5 6 7 8 9 10 APPLICATIONS OFFERED OPAC Yes Yes Yes Yes Yes** Yes Yes Yes Yes Yes Circulation Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes ILL No Yes No InDevt Yes** Yes Yes Yes Yes No Cataloging Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes MARC exchange Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Authorities Yes Yes Yes Yes No Yes Yes Yes Yes Yes Serials Yes Yes Alpha Yes Yes Yes Yes Yes Yes Yes Routing Yes Yes Alpha Yes Yes Yes Yes No Yes Yes Acquisitions Yes Yes Alpha Yes Yes Yes Yes Yes Yes Yes Accounting Yes Yes Alpha No Yes Yes Yes Yes Yes No CD-ROM interface No Yes No No Yes No Yes No No No TRAINING 1 2 3 4 5 6 7 8 9 10 Easy for patrons to learn? Yes Yes Yes Yes Yes Yes Yes Yes Yes No Online help No Yes Yes Yes Yes Yes Yes Yes Yes Yes Easy for staff to learn? Yes Yes Yes Yes Yes* Yes Yes No No No Documentation Good Good Good Good Good Good Good Good Uneven Good SYSTEM SUPPORT 1 2 3 4 5 6 7 8 9 10 Telephone support Yes Yes 800# 800# Yes Yes Yes Yes 800# Yes Assigned or local representative Yes Yes No No Yes Yes Yes* N/A N/A No General users group Yes Yes Yes Yes* Yes Yes Yes Yes Yes No Law users group Yes No No No Yes Yes No Yes No No Newsletter Soon Yes No Yes Yes No Yes Yes Yes Yes SEARCH CAPABILITIES Keyword/Boolean Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes* Truncation Yes Yes Yes Yes Yes Yes Yes Yes Yes No Global changing No Yes Yes Yes Yes Yes Yes Yes* Yes* Yes* OPERATING SYSTEM/INTERFACE Works on DOS equipment Yes No No Yes Yes Yes* Yes Yes* Yes* Yes Works on Mac equipment Yes* No No Yes No Yes* No Yes* Yes* No Menu driven interface Yes Yes No Yes Yes Yes Yes Yes No Yes HARDWARE 1 2 3 4 5 6 7 8 9 10 Proprietary hardware? No Yes Yes No No Yes No Yes Yes No Integrates with other networks No Yes Yes Yes Yes Yes Yes Yes No Yes OTHER 1 2 3 4 5 6 7 8 9 10 Demo or dial-up available? Disk Dial Dial Disk Disk Dial Demo Dial Dial Demo Back-up system for downtime No Yes* No No Yes Yes* Yes Yes* Yes* Yes Security Yes Yes* Yes Yes Yes Yes Yes Yes Yes Yes Stable vendor? Yes Yes Yes Yes Yes Yes Yes Yes Yes* Yes * With qualifications ** Can be designed relatively easily by staff Alpha = In alpha test Beta = In beta test Disk = Demo disk available _____________________________________________________________________________ THE ASSISTANT In a Law Library Jacqueline S. Wright, Timothy N. Holthoff Arkansas Supreme Court Library In 1988 the Arkansas Supreme Court Library purchased THE ASSISTANT, a microcomputer based integrated online library system. We sought a software package with an online catalog, acquisitions, fund accounting, and serials. Because our library materials do not circulate, we did not investigate a circulation system. THE ASSISTANT, by Library Automation Products (LAP) is a modular software package. Circulation, serials, cataloging, and acquisitions modules may each be purchased separately.[1] A MARC Exchange facility is available to import MARC records. Our library uses Bibliofile, a CD-ROM MARC cataloging product. One of the main criteria in selecting an automated system for our small library was ease of use. The system had to be easy for unsophisticated computer users to master quickly. THE ASSISTANT was, and continues to be, very easily learned and operated. The system uses a series of windows and menus that allow graceful navigation between the various functions and modules. CATALOG (version 4.35a) The cataloging module contains the online catalog, catalog maintenance, authority control, and a variety of reports. The online catalog is very simple to learn and use. The OPAC has both browse and keyword searching. The call number, author, title, subject and series fields may be browsed. Except for the call number, the aforementioned fields as well as the notes field may be searched for keywords. Boolean keyword searches are performed either by using the menu to select and combine search terms and fields, or by using a command line search. Although the catalog records are not stored in MARC format, the display in the OPAC may be toggled from a full record with item information, to card catalog format with the call number of the first item, to MARC record format. SEE and SEE ALSO references are available in the subject, author, and series browse searches. SEE references allow the user to go directly to the referenced area of the index rather than having to re-key the search. SEE references are indicated in the Browse index by an asterisk. SEE ALSO references are available in the catalog, unfortunately they merely combine all of the headings referenced under a single heading. These references would be more useful if one were able to select from broader terms, narrower terms or related terms or even the specific SEE ALSO references of interest. While it is sometimes useful to combine closely related terms under one heading while retaining separate headings, the cataloger must be very careful when using SEE ALSO references in authority control. For the most part, any deficiencies in authority control are made up by the other features. For example, there is global change of authority headings. This means that the subject, series, or author of all records attached to a specific authority record will be changed when the authorized heading is changed. This is the stuff that makes cataloger's mouths water. Furthermore, one is able to merge authority headings. If after loading a few thousand MARC records one realizes that an author, subject or series is listed in several different ways, one may merge the desired headings into a single heading thus changing not only the index, but also the headings as they appear in the bibliographic records. Catalog maintenance provides a quick and easy means of adding, updating and deleting catalog records. Again making use of the menus, both novice and experienced user can work quickly and efficiently. One of the nicest features is the ability to select authors, series, and subjects from a list of items already cataloged. While not as helpful when importing MARC records, this feature increases the cataloger's control over browse index entries. An important feature at the item level is the use of location codes. These codes are used to indicate a location that may not be evident from the call number. Each code is matched with a description appearing in the online catalog that may point out a special collection or location within the library. The location codes also play an important role in report printing. Shelf-lists and acquisitions lists may be compiled by location. This provides item-specific information for inventory or collection analysis. Other reports in the cataloging module include card/label printing, bibliographies, limited statistics, and a book catalog. SERIALS (version 4.01) The serials module is also effortless to learn and use. One has the option of creating short or long serial records. Soon however, serial records may be imported into the serial system through the MARC facility. Once the records are created check-in and claiming could not be easier. Check-in records for serials may be found by title browse, title keyword, or ISSN. The check-in system uses frequency, starting date, and number of issues/volume from the serial record to project check-in dates and issues, so for our regular periodicals checking in is as simple as selecting the title, pressing the enter key several times, and pressing the F10 key to save the information. The check-in record also contains a note field we use to indicate the cost of new and replacement volumes for continuations. The new version of the serials control system provides limited integration with the online catalog through the option of displaying serial records in the catalog. When this option became available, we had already cataloged our serials, so we seldom use this ability. The display in the catalog includes only bibliographic information, no check-in records, so it is of limited use in our library. Another nice feature of the serials module is in selecting frequencies of periodicals. The system allows us to choose among several common pre-defined frequencies, or we may build our own frequency including the number of issues per year and the expected month and day of receipt. This provides outstanding flexibility wherein we may define a frequency specific to a particular title. SECURITY Both the serials control and cataloging modules include adequate passwording capabilities for security. Each menu option may be assigned one of three levels of security or no security. Each system password is also assigned one of three security levels, so menu options at, or below, the level of the active password are accessible. Even if the active password is at a lower level than a desired menu option, by pressing Control-Z and typing a password with higher authorization, the function may be executed. ACQUISITIONS AND ACCOUNTING (versions 3.01 and 2.11) The Acquisitions and Accounting systems, currently under revision, are in a single module but accessed as if they were separate. The Acquisitions module automates purchases by allowing the user to access vendor files and to do preorder searches. The system generates a number of reports about purchases and standing orders. It also automates the payment of invoices. Fund accounts may be defined by the user by code numbers. The vendor files are then linked to the funds so that accounts are automatically credited when invoices are paid. At the time of payment the user has the option of accepting the fund or choosing another. This is convenient for such vendors as Shepard's, which publishes monographs and citators, two items that the user may choose to pay from different funds. The user also has the option to program a number of special reports, such as financial statements, balance sheets, or operating statements. OTHER INFORMATION The documentation is adequate, but almost unnecessary because of system design. However, telephone support is available when problems occur. LAP recently added a new Client Services Representative who will be especially helpful for law librarians. Donna Rosinski is a former Technical Services Librarian at the Shea & Gould Law Firm in New York City. Donna received her M.L.S from the University of Pittsburgh and was responsible for automating the law firm library. The price is affordable to many small libraries, and the hardware requirements are minimal. The price for the four modules is $2,300 per module for stand alone systems and $2,800 for the network version. The MARC Exchange utility is only $1,000. Maintenance is $350/year/module for stand alone and $400/year/module for a network. The hardware required is an IBM PC or compatible with 640K RAM running DOS 3.0 or higher, a hard disk is required with size determined by number of modules purchased and size of database. The software runs on a variety of networks including Novell, 3Com, Banyan, PC-LAN, and Star-LAN. A demo supporting up to 200 records is available. For more information about THE ASSISTANT, contact Kerry B. Hanna, Director of Client Services, Library Automation Products, 352 7th Ave., Suite 1001, New York, NY 10001 (212)967-5418. We have yet to see a perfect automated system. Every library is different, and every automation system will meet diverse needs in special ways. For the Supreme Court Library, THE ASSISTANT has proved to be an excellent choice and continues to help us increase services to our patrons. ----- Footnotes ----- 1. A "Test Report" on THE ASSISTANT is available in the March-April 1990 issue (v. 26, no. 2) of _Library Technology Reports_, pp. 157-170. The report is accurate and contains several examples of display screens. --------------------------------------------------------------- The Assistant Library Automation Products, Inc. 352 Seventh Avenue, Suite 1001 New York, NY 10001 Telephone: 212-967-5418 Fax: 212-967-5457 Contact Person: Kerry Hanna Number of Sales to Law Libraries Academic......1 Court.........6 Firm.........28 Government....1 Other.........7 Hardware Required: IBM PC-AT, PS/2 or compatible computer with 640K RAM and a hard disk Software Required: DOS version 3.0 or later. System will also run on a various loacl area networks including Novell, Banyan, 3COM, AT&T Starlan, and IBM PC LAN _________________________________________________________________________ BIBLIOTECH SOFTWARE Betty Howell Pillsbury, Madison & Sutro San Francisco Pillsbury, Madison and Sutro, a firm of 621 attorneys based in San Francisco and having four branch offices, selected BiblioTech library management software. Considerations included the need for firmwide access and that each location be able to customize their own copy records and accounting records. The catalog would have central standards and be administered in San Francisco. BiblioTech is an integrated library information management system for the DEC VAX. Modules include Catalog, Serials, Authority, Circulation, Thesaurus, Acquisitions/Accounting, Report Writing and additional special needs options. It can support over a million catalog records, each with many fields and each with multiple copy records. It is real time, turnkey software developed for special libraries and has virtually instant response time for searching and updating. It is produced by Comstow Information Services and is written in the DRS, DBMS language. The Serials/Routing module particularly attracted us. We receive nearly 2000 periodicals, many of them daily and many having routing lists. It was imperative that an automated system work as quickly as a kardex. Interestingly, many online systems do not. Route list capabilities including the ability to globally delete staff departures from all routing lists simultaneously was imperative. This module works very well for this. The catalog record has 40 fields and the attached item and periodical records linked to each have many more. Many fields are searchable by browsers, and all are searchable in a command/report language. There is flexibility in how the information will be displayed to patrons in various formats, depending on local needs. The accounting module is the least sophisticated of the ones we've used. It is being totally reworked in version 5.1, due out this fall, so comments about the current version are irrelevant. One disadvantage of the current version is that someone can unknowingly delete a record that has your accounting on it. It can be recovered but it is a nuisance. We continue to hope that additional security levels for staff will be added. The report writer requires substantial training and ability to use the DRS command language. It has been successful in meting our needs. We have not used the circulation module. It contains possibilities for inter-library loan records. Because, like most law firm libraries, we are open at all times whether staffed or not, our circulation is difficult to monitor. There are ten satellite collections in San Francisco, again making circulation difficult to control. BiblioTech will support bar codes. We plan to implement bar codes and the circulation system one day. Standard BiblioTech is delivered with a spine label program. Comstow has written a customized label program for us that creates card and pocket labels to encourage check-out when the library is not staffed. We generate labels as needed and staff members operate this program successfully. Authority and Thesaurus modules work will with the catalog records and the cataloger on our staff loves her title of the "The Authoritarian." She says it cuts no ice at home, however. THINGS WE LOVE: BiblioTech has, what I suspect is, the ultimate HELP LINE. We have a very happy, ongoing relationship with the trainer/liaison who has been to our offices several times. We plan and problem solve with her. The HOT LINE handles emergencies immediately. Calls are logged, bugs are REALLY attended to. Comstow takes this very seriously. The documentation is complete and very useful, but there is nothing like a live body who is concerned about your needs when a crisis arises. The system is easy for staff to use and we continually train new people. Official training was conducted by a BiblioTech staff member at our site, a requirement of purchase. We have had introductory and command language training and one person has had advanced report writer training. There is a very interesting and useful User Group meeting annually, planned by the BiblioTech staff (held in the city where SLA is meeting -- the week prior). It includes training opportunities, discussions, the chance to meet and chat with other users and voting on a previously published "Wish List" for future enhancements to the system. Again, BiblioTech staff are extremely responsive to user wants, needs and ideas and these ideas REALLY get implemented. We have seen several from our location added. BiblioTech Bits is a quarterly newsletter put out by the BiblioTech Staff. It is valuable and feels like a commitment to keeping users informed. BiblioTech is both word and phrase indexed; some fields have both. Boolean searching, keyword searching and phrases searches are available. Browser (patron) searching is fast, effective and easy. The system is menu driven and is easy for a browser to work through without instructions. A bit of training adds to the browser's effectiveness. BiblioTech is more than ten years old. It was started by, of all things, a LIBRARIAN, not a techie or a marketing person. The Comstow staff is extremely approachable, knowledgeable and responsive. They really understand what goes on in libraries and the system is designed with that in mind. LIMITATIONS: The most limiting feature, for which we have found satisfactory but not perfect work-arounds is the handling of copy records. The system is not able to automatically replicate copy records incrementing volume numbers, as one would do with large sets of reporters. It is also cumbersome to view copy records for big sets because one cannot skip or move backward when paging through records. Some of this will be addressed in the new version. THE FUTURE: Comstow's new and future releases will emphasize interfaces to other databases (online and CD-ROM), images and full text, and the development of comparable software for the UNIX operating system. I would be glad to speak with anyone seriously considering purchase of this system to answer specific questions about how it has worked for us. --------------------------------------------------------------- BiblioTech Software Comstow Information Services 249 Ayer Road, P.O. Box 277 Harvard, MA 01451-0277 Telephone: 508-772-2001 Fax: 508-772-9573 Contact Person: Lynda Moulton Number of Sales to Law Libraries Academic......0 Court.........0 Firm..........1 Government....0 Other.........* Many of their clients are corporations and governemnt agencies with a significan legal collection Hardware Required VAX/VMS operating system SunSparc Station (under development) Software Required: VMS or UNIX operating system _________________________________________________________________________ CARLYLE SYSTEMS Steve Hunt Los Angeles County Law Library Ease of use is the distinguishing characteristic of the Carlyle Systems online catalog software. It uses an intuitive, command-driven user interface. The system provides context-sensitive help, and can guide neophyte users through the search process. Users can refine searches using boolean "and," "or," and "not" operators. The Carlyle OPAC provides for three main keyword indexes: author, title, and subject. In addition, there is an "exact title" index, which provides title-phrase like searching. Truncation is supported in all indexes with the use of the # symbol. Following are some examples of OPAC search queries: find subject _law mexico_ not _new_ find author _holmes_ or subject _holmes_ find title _rico_ not _puerto_ lim date 199? find xt _law of debtors and cre#_ find subject _law germany_ lim lang _eng_ Search commands are usually abbreviated by the experienced user, so find subject becomes f s, find title is f t, and so on. After a search is entered the system responds with the number by using various limiting indexes such as language, date, or material type. The system also provides a "back" command so the ser can go backwards through a search history step by step. Libraries can specify unique indexes depending on the needs of their users. The Los Angeles County Law Library has indexed the publisher field (260 $b). Users can do a search such as: find subject _probate_ and pub _west_ From the librarian's point of view, the Carlyle system's ability to export records in MARC format is important. This makes possible transfers of selected records or of the entire database to other systems. In addition, CATIE, a PC-based editing program, makes the local editing of OPAC records possible. It has a sophisticated global change capability with word processor-like features. CATIE can be used to import bibliographic and authority records from RLIN or OCLC, either by floppy disk or through a direct serial port to serial port connection. A tape drive is also supported in the arlyle hardware configuration for batch loads. Carlyle Systems is currently in the process of completing its integrated system, called IS/90. The company is moving from proprietary hardware to Sun Microsystems equipment. Concurrent with the hardware change, the OPAC software has been rewritten in the C language to run under the Unix operating system. An authorities control module is now available, and the Carlyle circulation system has just come out of beta testing. CASS, the Carlyle Acquisitions and Serials System, will go into beta testing in late 1991, and be in wide release by the second quarter of 1992. It will use the Sun X-Windows graphical user interface for maximum ease of use. It will support the MARC holdings format, and will be able to exchange data with the circulation module. While Carlyle Systems was in some financial difficulties several years ago, it has now regained stability, and, with the signing of several new customers in recent months promises to continue its expansion and growth. If you have a PC and a modem you can try out the Carlyle online catalog at the Los Angeles County Law Library by dialing (213) 617- 1475 (2400 or 1200 bps, 8-N-1) If you have Internet access you can telnet to Boston University's Carlyle system at library.bu.edu. --------------------------------------------------------------- IS/90 Series Carlyle Systems, Inc. 2000 Alameda de las Palgas San Mateo, CA 94403 Telephone: 415-345-2500 Fax: 415-349-3874 Contact Serson: C. Patrick Franklin, Sr. VP, Sales Number of Sales to Law Libraries Academic......0 Court.........0 Firm......... 0 Government....1 Other.........0 Hardware Required: Sun Microsystems workstations and servers Software Required: UNIX operating system Ingres RDBMS User License (provided with application) _________________________________________________________________________ DATA TREK LIBRARY SOFTWARE Linda Register Baker & McKenzie, Chicago Data Trek (DTI) is a library automation software package that includes four primary modules: Acquisitions, Serials, Catalog, and Circulation. Each module can be run individually or in combination. At Baker & McKenzie we use the Acquisitions, Serials, and Catalog modules as well as DTI's Databridge (a MARC record interface) and Universal Search Module (USM). Our library has multiple nodes connected through a Novell LAN. In reviewing DTI, I will discuss ease of use, system response time, integration of the modules, strengths, weakness, quality of documentation, customer support, and hardware/software recommendations. EASE OF USE, SYSTEM RESPONSE TIME, INTEGRATION OF MODULES All of the modules, including the Online Catalog for patron use, are easy-to-learn, menu-driven systems with average response times. However, movement between the modules is slow and sometimes cumbersome (i.e., in order to exit the Online Catalog and access another module, you must reboot and re-logon to the network). STRENGTHS All of the modules display good basic records that are easily updated. The Serials and Catalog modules also feature several multifunctional options. One of these is compilation and generation of reports from stored data (i.e., Overdues in Serials and Shelflists and Authority files in Catalog). Another is production of labels from Catalog data and routing tags from Serials data. The Databridge function offers a unique interface between the Catalog module and MARC records that are downloaded to disk from OCLC. It transfers these records into a New Entry file and arranges them according to your catalog's record format so that they may be edited before being processed into the Catalog itself. WEAKNESSES The USM, while having lightning-quick search capabilities and the ability to search for any word in a record, does not display cross-references, which is a major drawback. The length of certain fields in the modules, notably staff notes in Serials and added entry and subject headings in Catalog, is too short. In Acquisitions, you cannot toggle between order and account screens and only the vendor file has validation tables to insure accuracy of entry. In Catalog, you can check authority files, but can still produce duplicate or incorrect entries. Keyword title and subject searching often produces lists of records that do not seem to be in any order (numerical or alphabetical) until you discover the program's logic. In Serials, frequency choices are limited, irregular serials can generate overdues, and routing tags may appear for items that do not route. DOCUMENTATION The manuals are generally well written, but occasionally instructions for functions are not clear and complete. The hierarchy of terms in the indexes can be confusing. CUSTOMER SUPPORT DTI does have a convenient 800 number. The quality of service depends on which representative answers your call. While service is helpful and polite, you may get several different answers for a problem, or incorrect information. Also, sometimes calls are not returned in a timely manner. HARDWARE/SOFTWARE RECOMMENDATIONS DTI recommends IBM compatible (286 or 386) processors, DEC VAX VMS 5.0 or greater, and MAC operating system 6.0.2 with 6.1 Finder software. A Novell LAN, version 2.15 or higher, is also recommended. CONCLUSIONS In summary, DTI furnishes a useful tool which is a great improvement over manual systems, particularly in the areas of card and label production, report generation, and serials check-in and routing. The system could be improved by: (1) enabling toggling between modules and screens; (2) streamlining authority validation and correction; (3) correcting peculiarities in keyword title and subject searching; and (4) reducing errors in serials routing and generation of overdues. --------------------------------------------------------------- Data Trek Library Software Data Trek, Inc. 5838 Edison Place Carlsbad, CA 92208 Telephone: 619-431-8400 Fax: 619-431-8448 Contact Person: Kim Gates Number of Sales to Law Libraries 126 law libraries total Figures not available by type Hardware Required: IBM Compatible (286 or 386 DOS), Digital Equipment Corp. (DEC) VAX, Macintosh Software Requires: IBM DOS Novell Local Area Compatible Network, or VAX VMS 5.0 or greater, or Macintosh Operating 6.0.2 system, 6.1 finder _________________________________________________________________________ INMAGIC Robert E. Riger Kronish, Lieb, Weiner & Hellman New York, NY With over 10,000 users in 45 countries, INMAGIC is one of the leading library-oriented software packages in use today. Unlike some other packages, INMAGIC does not consist of separate and distinct modules for specific applications (e.g. cataloging, acquisitions, etc.). Because it does not have preprogrammed functions, it can be used to develop almost any conceivable bibliographic or text application from online catalogs to legal brief banks. -- INMAGIC is actually a family products. The focal product -- INMAGIC itself -- is a database management system (DBMS), specifically designed to handle large volumes of text. Although INMAGIC resembles a traditional DBMS in some ways, its unique "textbase" structure supports variable length repeating fields, variable length records and databases whose number and size is limited only by the capacity of your computer's storage media. -- SearchMAGIC is INMAGIC's optional menu-driven, search-only interface to databases created in INMAGIC. It is designed to simplify database searching for both veterans and new users, and is ideal for the library patron or casual user. The ability to combine the ease of searching key terms from any field (e.g. title, author, subject), with the power and flexibility of full Boolean retrieval, makes SearchMAGIC the perfect vehicle for an online public access catalog (OPAC). -- The MARC Adaptor is a companion product for converting Machine Readable Catalog (MARC) records to INMAGIC format. The MULTI Adaptor converts data in a wide variety of other formats, including dBase files, downloaded searches, ASCII comma-delimited files, etc. INMAGIC's greatest strength is its versatility. It's easy to add new fields to an existing data structure, or to modify existing ones. Printed outputs and screen displays are also easily changed or can be created from scratch to reflect a library's unique reporting needs. For example, at my firm, Kronish, Lieb, Weiner & Hellman (a mid-sized New York law firm), I have created an acquisitions database that tracks library expenditures according to a professionally sanctioned model. It was relatively easy to adapt the database to conform to the model and generate various financial reports for management. I created databases called BORROW (for items we borrow from other libraries), and ILL (for items we lend to other libraries), to maintain better control over interlibrary loans. In addition, BORROW is used as a resource to record and track sources for titles that are difficult to locate. This can significantly reduce the amount of staff time spent on interlibrary loans. Finally, I use the same software to maintain our public access library catalog, which is available to our attorneys and paralegals, through a Novell LAN. INMAGIC's power is demonstrated in its native search and retrieval language, which includes the traditional Boolean operators (AND, OR, NOT), arithmetic operators (<, >, <=, >=), word and phrase stem searching and alphabetic, date or numeric range searching (to.. from..). Search results can be sorted hierarchically up to five levels (i.e., by author then title then date), or sorted fields can be interfiled to produce, for example, an author/title/subject catalog. Because the data is indexed immediately upon entry into the system, the search response time is very fast -- less than 1 to 3 seconds is typical in INMAGIC's native search mode. SearchMAGIC reduces the number of keystrokes, but at the expense of flexibility and retrieval speed. Data entry and modification get mixed reviews. Pluses included: a full-screen editor, "default value" templates that allow you to assign text or numeric constants to particular fields, automatic record numbering and strong global add, change and delete capabilities. Minuses include the absence of data validation and authority control in the current version. (These needs can be met with a third-party add-ons such as Productivity Software's PRD Plus). INMAGIC may not be as easy to learn and use as some of its competitors. The library staff should have no trouble learning how to conduct searches with either SearchMAGIC or the native INMAGIC. However, such tasks as: obtaining MARC records and converting them to INMAGIC format, programming, data entry, and designing both data structures and report formats, are a bit more complicated, and may even require some on site training. These "complications" should not be viewed with concern. Help is plentiful, and available in the form of built-in tutorials and help screens. "Teach" commands are accessible at each operation (e.g. searching, data entry, etc.). Customized help screens on SearchMAGIC allow librarians to prepare their own instructions and incorporate them directly into SearchMAGIC. Users can then get help for specific applications. System support is excellent. There are four levels of support: (1) telephone assistance form INMAGIC headquarters in Cambridge, Massachusetts, (2) telephone and personal attention from local dealers, (3) general and special interest group (S.I.G.) users groups, and (4) a quarterly newsletter. I have found both the local dealers and the S.I.G. to be particularly helpful. My local dealers are professionally trained librarians/consultants who bring years of experience and insight to the job. As librarians, they can appreciate issues that ordinary sales/support personnel may miss. Legal Special Interest Groups (S.I.G.s) are open to users of any level, and provide a forum for the exchange of informations, questions, comments, resources, and help with applications and technical points. Documentation is very good. INMAGIC provided both a _User's Guide_ and an optional _Biblio Guide_, a book accompanied by a disk or tape, containing six database models, more than 80 report designs for setting up databases for online catalogs, serials, loan and order management. The models are ready to use as they are, or are easily customized. Hardware requirements are minimal. INMAGIC works on all IBM-standard PCs and MS-DOS compatible local area networks. It needs only 384K of available RAM. A hard disk or other mass storage device (optional disk, CD-ROM, WORM) is required, but actual storage needs will depend on the size of your databases. The basic software itself requires less than 1MB of disk space. INMAGIC has no special graphics requirements, and works in both color and monochrome. INMAGIC, the Biblio Guide and SearchMAGIC are also available for the Digital Equipment Corporation VAX and MicroVAX running under VMS. INMAGIC was developed by INMAGIC, Inc., based in Cambridge, Massachusetts. The company has been in business since 1983 and is one of the most respected and reputable software companies serving the library market. The company's co-founder, Elizabeth B. Edison, is a professional librarian and currently a Director in the SLA. The INMAGIC product line is supported by a worldwide network of authorized dealers, who also provide on site training, consultation and applications development. Telephone support is available from both INMAGIC, Inc. and its dealers on a subscription basis (about $300 per year). Additional support comes form 35 user groups and a quarterly newsletter. Pricing for the PC and LAN versions is shown below. Discounts are available for multiple-copy purchases and for government, nonprofit and educational institutions. Single Network User Version INMAGIC $ 975 $1,520 and up SearchMAGIC $ 395 $1,150 and up Biblio Guide $ 145 MARC Adaptor $ 125 MULTI Adaptor $ 175 A trial version of INMAGIC, called TestMAGIC, complete with full documentation, is available for only $45. A trial version of SearchMAGIC and a Biblio sampler are also available. INMAGIC continues to evolve and expand with new features. A recently announced enhancement is INMAGIC IMAGE, which allows you to attach digitized black and white images (e.g., photos, drawings, faxes) to database records. --------------------------------------------------------------- INMAGIC Inmagic Inc. 2067 Massachusetts Ave. Cambridge, MA 02140 Telephone: 617-661-8124 Fax: 617-661-6901 Contact Person: Kathy Gerber Number of Sales to Law Libraries Total -- aprox. 400 Law Libraries Academic......2% Court.........5% Firm.........80% Government...10% Other.........3% Hardware Required: IBM PC-Compatibles running MS-DOS or DEC VAX, MicroVAX Software Requried: Appropriate operating system for hardware chosen _________________________________________________________________________ INNOPAC Jane Walsh Georgetwon University Law Library Georgetown University Law Library has been an Innovacq/Innopac site for six years. I have been its "keeper" for the same amount of time and am well acquainted with its many awesome capabilities, as well as its idiosyncrasies. Georgetown has steadily grown from an Innovacq (the Serials/Acquisitions system) only site to one with a fully integrated online system. The Serials/Acquisitions module was installed in 1985, OPAC in 1987/88 and the fully automated circulations processes in 1990. We have gone from a one machine Vacq environment, to a two machine (1 Vacq, 1 Convergent) and then a three machine environment (1 Vacq, 2 Convergents). In January 1991 we merged our Innovacq database onto the Convergent. This summer we exchanged our two large Convergents for a much smaller, faster MIPS machine! We have experienced it all! Innovative Interfaces, Inc., the vendor of the mighty Innovacq/Innopac system, offers both turnkey systems and software only packages. Although many customers go for the turnkey system, the trend towards software only has steadily grown. The operating system is UNIX and hardware is UNISYS/Convergent. Turnkey systems are usually the Convergent machines or the new and powerful MIPs. Innovatives' software-only installations are usually Digital/Vax equipment. If a site has a separate Innovacq machine along with an Innopac machine, there can be problems. The Vacq and Pac machines are compatible and check-in records and order information are automatically displayed in the public access catalog. However, the software programs, XLink and BackLink, which transfer updates from one machine to the other, often go down. When we had a software update or a hardware change, one or the other programs would "act up". The more machines any site has, as we did for many years, the things that can go wrong multiply! The Innopac system is totally menu driven. A main menu leads to other menus which provide access to all available functions. The two OPAC modules, the online public access catalog and circulation, have symbiotic relationship. The catalog can stand alone, but total circulation functioning needs the catalog. They merge and work well together. The menu program makes use of the system extremely easy for staff and patrons alike. Public access is limited to search only menus, and although all staff workstations have full menus, access may be selectively limited by an efficient password system. We have not experienced many suggestions or complaints regarding system use from our patrons. The Boolean and keyword searching is fast and efficient, and searches may be limited by location, year, words in title, author, subject, etc. The Reference staff use these capabilities often and seem pleased with them. The Innopac system has proven extremely reliable over the years. We have has a negligible amount of downtime, and most of that was due to new equipment or software updates. Installations rarely go as smoothly as expected. From a systems manager point of view, however, Innopac's record has been terrific. The ease of the backup procedure is a feature which is greatly appreciated. The backup is done on a daily basis, a short one everyday and a full backup once a week. The system does not have to shut down, so it eliminates the problem of staff having to come in when the library is closed (i.e. 12 a.m.). The daily takes approximately ten minutes, and a full backup takes about two hours, depending on the size of the database. I have received few negative comments about the system. Its efficiency in handling irregular serials, multiple copies and numerous routings is appreciated by our serials staff. However, one problem we are now encountering is the limitation of attaching 1,000 item records to a bibliographic record. We have numerous large serial sets with numerous copies. We are having to create non-MARC duplicate records to accommodate these excess records. It is extremely confusing to patrons when they search for one of these titles and get three or four entries for the exact same title. We have added a note to these records, but the initial search screen does not display the note. In the past, the fact that Innovative is located on the west coast caused some problems with customer service However, in the recent past, Innovative has increased service coverage time by a considerable amount. There is now emergency technical service coverage from 8 a.m. Eastern Standard Time until 10 p.m. EST. Weekends are also covered. I rarely experience any difficulty obtaining system support and their Technical Services Department has recently initiated an efficient online program of keeping track of all service calls. If any problems/questions are not attended to, they do have a record of your call. One of the areas in which Innovative has vastly improved its service is documentation. For many years we went without manuals or much documentation of any kind. In an effort to fill this need Innovative has made great strides. The Innopac manual is two volumes and thoroughly covers the catalog, circulation, and ordering and receiving subsystems. Unlike most manuals, it is easy to read and has quite a good index. (We have found a few mistakes.) Hopefully the next improvement will be a regularly published newsletter. Between major software releases, Innovative occasionally will make a small change to a program. This is usually done without any prior warning to the user. It would be extremely helpful to have news of these changes/upgrades appear in a newsletter of some kind. A local users group (we do not have one) would also be helpful in addressing ongoing problems/changes. There are, of course, the users groups which meet at the AALL and ALA annual meetings, as well some regional users groups. Innovative Interfaces is a rather small but extremely stable company. Their growth since we came online in 1985 has been phenomenal, and in "1990 it experienced a stellar year; revenues grew by a total of 66% to $20 million." [1] Throughout these years Innovative has tried hard to keep their level of customer service up to a high standard. From this user's point of view, they have been successful keeping up with the increased number of users. I have always received courteous, helpful and thorough information to my questions/problems. I know our users, staff and patrons alike, are quite satisfied with the system. 1. Bride, Frank, "1991 Automated System Marketplace" April 1991 Library Journal. (pp.59). Editor's note: INNOPAC used to be called both INNOVACQ or INNOPAC depending on the modules used, but now according to Innovative Interfaces everything is called INNOPAC. --------------------------------------------------------------- INNOPAC Innovative Interfaces, Inc. 2344 Sixth Street Berkeley, CA 94710 Telephone: 510-644-3600 or 800-444-2344 Fax: 510-644-3650 Contact Person: Susan Milikien Number of Sales to Law Libraries Academic.....65 Court.........1 Firm......... 0 Government....6 Other.........1 Hardware Required: Various UNIX platforms: e.g. UNISYS/Convergent, Digital (ULTRIX), IBM (AIX), MIPS, SUN Software Required: UNIX _________________________________________________________________________ INFORMATION NAVIGATOR Sandy Gold Law Office Consulting Group, Chicago IME Systems, Inc. was founded in 1984 by librarians and computer science professionals who developed the software. The earliest installations of The Information Navigator took place in 1986. The vendor now claims over 1000 installations in 20 countries and has recently begun to target law libraries in their marketing efforts. At the present time, The Information Navigator is installed in 1 academic, 3 firm and 1 government law library and in many special libraries. The software is built on a database management system which is object oriented and entity relational in design. This strategy allows for linking items in the database, such as author names, subjects, titles, locations, and subject terms, to each other, allowing end users to easily NAVIGATE through the database from one item of information to another, generally using only a single keystroke to reach more and more detail about an item or to get to information that is related to an item. NAVIGATION is a particularly attractive feature which simplifies the search process for the library professional responsible for cataloging, serials control, circulation and acquisitions, as well as library patrons (attorneys, faculty or students) who are searching the catalog trying to locate an item. The On Line Public Catalog provides easy access to the catalog for all users whether they are in the library, in their own offices, homes or hotel rooms. The system is entirely menu driven. Through a combination of BROWSE and NAVIGATE features, the software allows the user to first locate and choose the desired information (BROWSE) and then find out more about the information located in the first step (NAVIGATE). More sophisticated search techniques are available in the Query-by searches. Query-by-form, Query-by-repeat and Query-by-example searching are all available but will likely be used more frequently by library staff who are more comfortable with boolean search techniques than by library patrons. Librarians, used to proximity searching, may find the lack of this feature a drawback. Additional applications are available and totally integrate with one another and the catalog, including acquisitions, authority control, cataloging, circulation, interlibrary loan, on-line public catalog, routing, serials control, a report generator, record import and export (to allow batch loading of records in any of several formats including MARC). An updated InterLibrary Loan module is planned for release the first quarter of 1991. This new version will include support of the ALA InterLibrary Loan form. The software is designed with a fourth generation, relational database which ensures that information need only be entered once but is then shared among the modules and is accessible from anywhere in the software. Data entry is accomplished using a screen editor which allows for four concurrent pop up windows to be open and for validation of many of the fields. Data entered in any of the various modules is immediately available and accessible from any other modules. Data need only be entered once. The user interface is standard across all application modules, simplifying training. The software is so fully integrated that new users run the risk of losing track of what application they are actually in at any given moment. The Information Navigator is sold as a "turnkey system". Changes to the record structure and the design of screens requires custom programming by the vendor. This includes both additions and deletions. Though the vendor expresses both the willingness and the ability to work with the customer to institute such changes, there is always the risk of delays, bugs and increased cost when relying on a vendor for custom modifications. Additional flexibility in this area would strengthen the product considerably. The procedure for handling routing of serials is easy and straightforward, printing routing slips from within the system. The system includes standard management reports with each application and a separate report generator to allow for production of reports not available in the standard package. DOCUMENTATION Documentation was provided by IME with the demonstration software that was used for this evaluation. The software is menu driven and includes enough on-screen help information to lead the user easily through the process of searching the catalog. The documentation for the remaining applications is comprehensive in coverage but confusing in presentation. In several places, the documentation provided was inconsistent with the evaluation version of the software. IME should give immediate attention to revising the documentation to the latest versions of the software. TRAINING AND SUPPORT Training for library staff will be required and is offered by the vendor at a cost of $500/day plus expenses at your site or at $500/day at their site in Dedham, Massachusetts. Time necessary for training will depend upon the application and the amount of experience the staff has with automated library management systems. I would plan to follow IMS's recommendation to allow a minimum of 1 1/2 days training for the first application and one additional day for each additional application. Group training sessions will be available beginning this fall. A support line is staffed by two applications specialists (librarians) and one technical specialist (programmer) from 8:30 a.m. - 6:30 p.m. EST. Though not available yet, a toll-free number is planned for this fall. The software carries a 30 day warranty. The fee for continuing software maintenance is 13% of the price of the software license annually. Maintenance includes telephone support, all new releases of the software, documentation, and bug fixes. COST The Information Navigator is available in both MS DOS and UNIX versions. The price for the first module is $5000 and each additional module is $2500 plus $375 for each user. For libraries with more than ten (10) users a site license is available for $4000 which allows an unlimited number of users access to the system. CONCLUSION This is a feature rich, fully integrated library management system which provides easy access to the catalog for all users and simplifies data entry and searching for all technical services staff. The Information Navigator deserves a serious look based on the relational database structure and the total integration of modules that the design provides. It will be up to you to determine whether it will work within your structure. --------------------------------------------------------------- The Information Navigator I.M.E. (Information management & Engineering) 990 Washington Street Dedham, MA 02026-0793 Telephone: 617-320-0303 Fax: 617-320-0793 Contact Person: Janice Marks Number of Sales to Law Libraries Academic......1 Court.........0 Firm......... 3 Government....1 Other.........0 Hardware Required: DOS: 386 for server and 286 or higher for workstations UNIX: over 20 UNIX platforms -- check with vendors Software Required: DOS: DOS 5.0 recommended; compatible with other DOS versions UNIX: please contact vendor _________________________________________________________________________ NOTIS: An Overview Diane I. Hillman Cornell Law Library NOTIS is a system that's been around a long time; this is at once its greatest strength and gravest weakness. It has an extensive user base, primarily among large and medium sized academic libraries, although a new product, KEYNOTIS, is aimed towards smaller institutions. Most law library users came to NOTIS via decisions made by their larger institutional parents. NOTIS began as the Northwestern University library system, and after several years as an independent entity, has just been purchased by Ameritech, one of the "baby Bells." Users will be watching closely to see if this purchase leads to a hoped-for infusion of capital to support a rewrite of the NOTIS software. NOTIS runs on IBM equipment and the "classic" version also requires a critical mass of programming support at the institution. (KEYNOTIS has been designed to work "off the shelf," for libraries which cannot support the demands of "classic" NOTIS.) A full installation includes cataloging, acquisitions/serials control/fund accounting, OPAC, and circulation. With its Generic Transfer and Overlay program (GTO), transfer of full MARC bibliographic and authority records from RLIN, OCLC and various CD-ROM products is supported. In addition, NOTIS has a product (MDAS), which provides access and linkages between article-level bibliographic databases and traditional library catalogs through the OPAC. A NOTIS user approaches the system through one of two modes: the OPAC or "public" mode, which provides labeled displays for the patrons and public services staff, and "staff" mode, which allows technical services staff to work in a familiar MARC-tagged environment. OPAC displays pull information from separate modules into a summary for the user. These displays may include holdings of bound volumes and unbound issues, in-process information for on-order or in-process materials, and circulation information, depending on which modules the library is supporting. In the background, in "staff" mode, are several linked but incompletely integrated modules which support many of the important functions of technical services. The acquisitions/serials control/fund accounting module works reasonably well for standard monographs and serials, less so for complex legal materials. Printing of orders, claims and vendor correspondence is based on predetermined codes and output in a "letter" format. Receipt of materials other than straight monographs and serials can be cumbersome, and may actually require more time and effort than old-fashioned manual techniques. There is no routing capability or bindery module, although some bindery control functions can be supported with the circulation module. Cataloging is fairly straightforward on NOTIS, as is the creation of authority records, though editing conventions can be clumsy at times, especially for those familiar with word processing. Authority files reside parallel to bibliographic files, and do not interact, though cross-references are provided in staff mode as well as in the OPAC (as of version 5.0). Various batch conflict and error detection programs are available to assist in the maintenance of proper authority control. There is a batch global update capability designed to change large numbers of bibliographic records, but it is difficult to use and most editing is still more efficiently done on individual records. In general, the NOTIS OPAC is easy for novice users to learn. Experienced users with more complex searching needs may find this simplicity somewhat frustrating, particularly when searching for government documents or serials with generic titles. Keyword searching is available in "public" mode only. Navigating in "staff" mode, with its many different kinds of records and complex relationships between data, can be confusing to the novice. A multi-level system of security in staff mode protects editable data from users not cleared to make changes. Response time is normally very fast, though this will vary depending on the institution and its configuration and support. Like most responsible vendors, NOTIS is concerned about providing new developments and improved performance. Development is proceeding on new product (PACLINK) which would provide a gateway to other library catalogs through the Internet. A new predictive serials control system is in the works for version 5.1, although there have been concerns expressed by law librarians about the ability of this system to manage legal materials. Documentation and support have improved measurably over the past few years, but most users would agree that there are still gaps -- many libraries continue to write their own documentation for users and staff. NOTIS provides system support for programmers and library staff, but generally prefers to work with one or two people per institution. There is an active online conference for NOTIS users (NOTIS-L), as well as an annual users' group meeting in Chicago (NUGM), where users share information as well as war stories. Special interest groups in such areas as serials, acquisitions, cataloging/authorities, as well as areas more appropriate for programmers meet at ALA and other library conferences. The NOTIS Law Users Group which has been meeting informally at AALL and NUGM for years, formalized its existence in New Orleans by approving a set of bylaws and electing a steering committee. The group is now prepared to lobby for law users needs and exchange information through its newsletter and other activities. --------------------------------------------------------------- NOTIS NOTIS Systems, Inc. 1007 Church St. Evanston, IL 60201 Telephone: 708-866-0150 Fax: 708-866-0178 Contact Person: Stuart Miller Number of Sales to Law Libraries Academic.....40 Court.........1 Firm......... 0 Government....2 Other.........0 Hardware Required: IBM 370 or 390 Software Required: MVS or VSE _________________________________________________________________________ PALS INTEGRATED LIBRARY SYSTEM Christopher Noe Thormodsgard Law Library, University of North Dakota The PALS library automation system is marketed by Unisys. The software was originally developed by Mankato State University, in Minnesota. PALS requires a Unisys 2200 series mainframe and is usually run on Unisys PC's and terminals. This system is used mainly by large university libraries and library consortiums. It is not really suitable for stand alone installation in a single law library, as the cost would be prohibitive. The system does not operate on any of the standard LAN networks. It requires the usual type of wiring that would be used to connect terminals and PC's to a host mainframe. The current version of the PC software actually uses the Pecan operating system, rather than MS-DOS. The next version of the PC software will run under MS-DOS and will include a more graphically oriented interface. Mankato State has developed a Macintosh version of the software, but Unisys does not market it. The OPAC module is generally acceptable, and allows keyword and boolean searches truncation, browsing, and the saving of search sets. It provides many different access points to the catalog. It lacks a menu driven or graphical interface option, however. Dial in access to the OPAC with full functionality is built in. Most users find learning to do basic searches fairly easy. Most of the commands are the first two letters of the name of the command, and there is on-line help for all of the search commands built in. The circulation module is also acceptable, since it was developed for academic library. It has reasonably complete provisions for control of reserve items, academic calendars, and other features often lacking in systems originally developed for public libraries. The provisions for backup operation during mainframe down times are rather limited, however. There are more options for item and patron categories than any law library should ever need, and different notice and fine schedules can be set for each item class. The serials and acquisitions modules are the most recent additions to PALS, and this shows in the lack of integration between them and the OPAC and circulation modules. These modules are also rather difficult for staff people to learn. The serials module does not handle the myriad types of continuations received by most law libraries very well. It needs more flexibility and better integration with the acquisitions module in order to be readily used by law libraries. PALS also has in ILL module, which allows all of the libraries in a given system to send and receive ILL requests in real time. A universal MARC editor module is also available. The system generally uses tapes of catalog records produced on OCLC or one of the other bibliographic utilities to create and update the OPAC. It can also accept patron data from computer tapes created by the registrar's office. The documentation is uneven. While there are lengthy manuals for each of the modules, they are separately priced, and are rather expensive. There are a number of important features which are not documented properly or at all, which can be very frustrating for the administrator and library staff. There is, however, 800 number support, backed by a team of support staff and programmers who are available to assist users. Because this system requires a mainframe computer, most librarians will not deal directly with Unisys, but rather with a system wide administrator and their computer center staff for support. There is a national PALS user group, which publishes a newsletter. Most training must be paid for separately, and the costs for this can be rather high, since several days of training are required for the more complex modules. The system can be expanded easily to handle all of the libraries in an entire state wide consortium, so capacity is not a problem. System response times and reliability are generally good. The reliability of the Unisys PC's and printers has not been as good, and Unisys charges for repairs are very high, with lengthy turnaround times. Adding additional storage can be expensive, as this system requires mainframe disc drives for database storage. The software is generally upgraded at least once per year, and the upgrades frequently include improvements suggested and prioritized by PALS users. One problem which is probably unique to PALS is caused by the existence of two separate development centers - Unisys and Mankato State University. On occasion, some features have been developed differently or not at all by one of the two entities. Overall, the PALS system works reasonably well as an on-line catalog and circulation system, but it does not work well with serials control and acquisitions. It is interesting to note that virtually all of the law libraries using PALS are using it because their university or library consortium chose it. It remains to be seen if future versions of the software will adequately address the needs of law libraries, especially in light of PALS staff reductions at Unisys, and the company's financial difficulties. While these difficulties are unlikely to result in the disappearance of Unisys or the PALS product, it is certainly possible that support and the pace of product improvements will suffer. --------------------------------------------------------------- PALS Integrated Library System Unisys Corp. P.O. Box 500 Mail Stop B-240 Blue Bell, PA 19424 Telephone: 215-986-6423 Fax: 215-986-2729 Contact Person: Michel Ridgeway Number of Sales to Law Libraries Academic......4 Court.........0 Firm......... 0 Government....0 Other.........0 Hardware Required: Unisys 2200 series mainframe Software Required: Unisys Os1100 and MS DOS PC's Comments: PALS is a mainframe-based product with special capabilities in a consortium environment. _________________________________________________________________________ SYDNEY LIBRARY SYSTEM Jane Reynolds Johnson & Gibbs, Dallas Sydney Library System (a product of International Library Systems, Vancouver, British Columbia) is a relational database with six interactive modules. Base cataloging and inquiry are the required components; purchase of serials control, MARC conversion, acquisitions, and circulation is optional. In its 1988 conversion to Sydney, the Johnson & Gibbs' library acquired all modules except Circulation; use of the Acquisition module has yet to be implemented however. Integration among modules is achieved by use of an accession code (a four character alpha code) assigned to each title within the catalog module. An advantage of the accession code system is that it allows for serials check-ins to be written to a text file in the catalog record. One shortcoming, however, is that serial catalog records lack the inventory information that monograph records contain; as a result looseleaf materials (which are all classified) are not picked up on the shelflist. Also, because the menu-driven system is hierarchical, moving between modules is awkward, requiring the user to exit the current program and return to the menu before accessing another module. This does not affect patrons, who only have access to the search module, Inquiry. Many of our Sydney users are knowledgeable, experienced searchers; some are comparative novices. Although somewhat difficult for the new user, Inquiry does allow novice-to-expert searching and provides quick response time, even on complex search strategies. Only four searches may be performed simultaneously, and the data files must be "reorganized" or reindexed once or twice weekly to maintain the fast response time. Keyword searching is available within specific fields, but the lack of a Boolean "not" command and the necessity of searching authorities from a controlled vocabulary are definite hindrances. For security purposes, access to nine different levels of the database may be structured, keyed to user name and password. Sydney's catalog module provides a helpful degree of latitude for dealing with unique items, in addition to the already-mentioned capacity to handle both monographs and serials. To the system defaults (Author, Corporate Author, Conference, Series, and Subject) we added Publisher; we could also create other authorities for unique needs or text fields for data incompatible with Sydney's standard fields. The MARC data conversion module permits the Librarian to transfer data from another system without rekeying. Our catalog records were all obtained from OCLC in MARC format, but Marcive, RLIN, Utlas and CD-ROM records are also transferable through Sydney. Potential problems with this module can be avoided by paying careful attention to mapping tables (assisted by Sydney Customer Service), and by mapping small batches at a time with frequent verification of the transfer process. As noted earlier, the Serials module is used to maintain check-in records; it also provides printed routing lists, and produces labels for the materials checked in. The module contains a procedure for "purchasing" a serial that creates a database record for each serial record within the module, complete with flexible calendar for the dates of the expected issues in that title. Not surprisingly, this module is the most difficult to master. Which brings us to Sydney Customer Service -- one of the best selling points of the system. The service representatives are either librarians or computer experts; they listen to complaints and suggestions, they are open to user criticisms and will even provide access to the programmers if necessary. There is no "800" number, but phone time is the only cost to the user. Instead, a maintenance agreement provides for unlimited Customer Service consultations and new programming updates at a nominal charge. The maintenance agreement is mandatory for the first year, but should be considered as a necessary ongoing cost of the system. Other helpful services are the newsletter, a customer list organized geographically and by type of library, and a looseleaf instruction volume for each module purchased. The workbook for original installation and setting up conversion of catalog records was very helpful, but more attention could be devoted to year-end procedures, and to indexing. Online help is accessed at anytime by the F3 key; occasionally the response has been "no help available". The system manager can modify the online help feature in the Inquiry module, but only there. Frequent updates and improvements in programming that benefit all Sydney users are important features of Sydney's maintenance agreement. Currently written in PCBUS programming language, the new "C" programming language (previewed at SLA in San Antonio) will be released in 1992. In addition, specialized programming is available on a fee per hour basis. Sydney Library System requires a 286 computer or better, but there is no proprietary hardware to purchase. Sydney's internal capabilities approach a half million records (26 to the 4th power) making it useful to the largest library. Our data storage capacity on a local area network is relatively infinite; we use over 33 megabytes for all programs and data files. Early problems integrating Sydney within our LAN were overcome last year with network upgrading. Editing reports still requires downloading to a spool file, however, and transferring to WordPerfect, since Sydney's report defaults to not match the standard defaults for the firm. Sydney insists that the user need not be a computer expert to make use of their software. Occasionally, however, Sydney does quirky things at the DOS level that require the system manager to be DOS-acquainted, if not DOS-literate. --------------------------------------------------------------- Sydney PLUS Library System International Library Systems 320-2600 Granville Street Vancouver, BC V6H 3V3 Canada Telephone: 604-734-8882 Fax: 604-734-8854 Contact Person: Leanne Cowie Number of Sales to Law Libraries Aprox. 12 law libraries total Figures not available by type Hardware Required: DOS compatible microcomputer or DEC VAX Software Required: Appropriate operating system for hardware chosen _________________________________________________________________________ WHAT'S WHAT Computer World News Carl Christenson University of Wisconsin Law Library "What's What" is a column addressing what's new in the computer software and hardware world with a bent toward law libraries. In each issue of _Automatome_, "What's What" will present computer news gleaned from various PC and Macintosh magazines in hopes of reducing librarians reading loads and eliminating stacks of unread computer literature from their desks. This article will focus mainly on new hardware and feature Notepad computers. Space: The Final Frontier. Will we ever have enough room in the library? Fortunately in the micro-computer world the trend is smaller, lighter, faster, more powerful and sometimes cheaper. Want power in small places? Check out Zenith's Supersport 486. This 486-25MHz laptop comes with 4MB RAM expandable to 16MB, a 120MB hard drive, and a VGA/64 gray scale 10.7" edgelit screen. It weighs 15 lbs. and lists at only $8899. Zenith recently introduced four other portables including their 286 and 386 Mastersport notebooks weighing in at 6.6 lbs. and priced from $2699 to $4999. (800-523- 9393). From the planet Xircom (818-884-8755) comes a Pocket Ethernet Adapter, an external ethernet LAN card. This pocket-size adapter plugs into the parallel port of any IBM compatible PC and attaches to an ethernet network via thick or thin coax or 10 base T twisted pair wiring. This Xircom adapter is especially useful for laptops or for slot filled PC's. At the University of Wisconsin Law Library students can check out these adapters for use with laptops and connect to the library's network at various study carrels throughout the library. Software drivers for various LANS are provided with the product as well as an AC adapter that's necessary for operation. Looking for a Hayes compatible modem? Why not buy a Hayes? (404-441-1617) The Hayes Pocket Edition 2400 at 3 oz., 3 inches, is guaranteed to save space on the over-crowded desk. At $179 it's a steal compared to some competitors listed at $300. Best of all it runs completely off the power from the telephone lines and the PC so no battery or AC power is needed. MO Knows! MO's magneto optical drives are 3.5" drives that write and rewrite up to 128MB on a slim disk. These super floppies hold 88 times more data per disk and are excellent for graphic images. Access times of 48ms are about twice as slow as hard disk drives. Prices vary from $1700-$3000 for IBM's 3.5" Rewritable Optical Drive, SONY's SMO, and PINNACLE's REO-130. Disks may run as much as $70 each. What's 2.5 lbs. and spits out paper? A Citizen PN48 portable printer. Now you can really save space on your desk with this 11.7" x 3.5" x 2" printer. The Citizen PN48 at $549 prints out one page per minute at 360dpi. (213-453-0614) There are three other portable printers just under 5 lbs: the Canon BJ-10e ink jet printer at $499, the Kodak Diconix 150 Plus ink jet at $519, and the Seikosha LT-20 24 pin dot matrix printer at $499. 16 Million Colors In: Hewlett Packard's Scanjet IIc captures 256 shades of gray or up to 16 million colors at 400dpi. Priced at $2195, the ScanJet operates on Windows 3.0 based software. Pages are scanned in 20 seconds with text recognized through a $595 Accuscan program. 16 Million Colors Out: The Tektronix Phaser Jet PXi prints 16 million colors at 300dpi on virtually any kind of paper and handles paper sizes up to 12" x 18". Priced at $9995, a page of graphics prints in about 2 minutes. The best feature of the Phaser Jet is the automatic switching from parallel, serial, and AppleTalk ports which is ideal for mixed networks. Get Hyper! SmarText from Lotus (800-831-9679) lets you build hypertext applications fast and easy. SmarText reads documents from most word processing programs including Windows, MS-Word, WordPerfect, Ami Professional and ASCII, as well as TIFF, .PCX, .PIC, HPGL, Ami Draw, .BMP, and WPG graphics files. SmarText builds a word index, an outline, and then generates text links of frequently used phrases. Lists at $495. Notepad Computers - The next generation. Notepad computers are portable laptop-like computers without the traditional input devices. Instead of a keyboard or mouse, data is entered by writing with a pen on the computer screen. Handwriting recognition software allows the computer to read what is written. It's like taking notes on a clipboard which automatically gets stored in a computer. Your notes can then be retrieved into your favorite word processor or emailed around the world. Unfortunately the software and hardware for this new technology are still under development. There are only a few systems available with even fewer applications. Microsoft's Pen Windows and Go Corporation's PenPoint are the current world series contenders in notebook operating software. Microsoft's Pen Windows is an extension of Windows 3.1 and features menus and icons similar to Windows 3.0 with the pen substituting for the mouse. Hand printed notes and diagrams can be saved as graphic images or the notes can be converted to ASCII text. Go's Penpoint was designed from scratch to allow "pen-centric" applications, programs designed specifically for pen-based computers such as Slate Corporation's Penapps. Penapps is a forms creation package. Forms are easily filled in on a notepad computer eliminating errors in transcribing. On the hardware side NCR, Microslate, and Grid all have products available, however NCR's 3125 Notepad is the only one that currently runs PenWindows or PenPoint software. NCR's 3125 Notepad dimensions measure 1" x 9.8" x 11.7" and weighs 3.9 pounds. The Notepad is configured to run either Pen Windows or PenPoint and comes with DOS 5.0 and PenOS, NCR's operating system for the pen input device. The Notebook contains a 16 shade VGA screen, uses a 20Mhz 386SL chip and has room for 8MB RAM with a 20MB hard drive. Price ranges from $4600 to $6740. The Notepad is water resistant and drop proof, has 4 - 6 hours of battery life, and provides connections for a keyboard and fax/modem. Trainable handwriting software is also available from NCR. (800-544-3333) Datellite 300 from Microslate (514-444-3600) is simply a 386SX notebook computer with a pen replacing a mouse. The $5995 Datellite 300 has a 20MHz 386SX CPU, 2MB memory expandable to 16MB and a 40 MB hard drive. A touch sensitive screen responds to pen or finger. The Datellite 300 can connect through its SCSI port to a CD-ROM drive. Ports are also available for a VGA monitor and keyboard. At 6.6 lbs. it runs DOS applications and Windows. The Datellite 300 does not have handwriting recognition software; however Microslate promises to support the capabilities of Pen Windows and PenPoint. Options include a $350 1.44 MB floppy, a $1000 120 MB internal drive, a $300 internal 2400 modem, and $198 battery packs that last 4 hours. (514-444-3680) The two year old Gridpad has sold 10,000 units but lacks power to run Pen Windows and PenPoint. The 4.6 lb. Gridpad/HD includes a 20 MB hard drive and costs $3570. Grid Systems Corporation is planning to move to a 386 CPU next year. IBM is working on a pen-based portable and Apple Computer Inc. has built its own pen-based Macintosh with possible PenPoint compatibility. Notepad computers are an exciting technology especially for the computer phobic. Users just need to be able to write. The future of notepad computers lie in the power of the pen. NEWS BRIEFS Intel's 50-MHz 486 chip introduced in June will ship in large quantities during the fourth quarter. Expect products from IBM, Compaq and Dell........ IBM released three new 386SX 20MHz machines: the PS/2 models 35, 40, and 57. Surprisingly the model 35 and 40 return to the AT-bus. The model 57 sports a 2.88MB 3.5" disk drive that also reads 1.44MB and 720K diskettes. The 2.88MB diskettes are $10 each and operate with DOS 5.0........ Hewlett Packard's new color printer, the DeskWriter C for the Macintosh retails for only $1095, a break through for color printers........ Norton Backup for Windows takes advantage of 386 multitasking and works on Novell Netware 2.12 or up. Backups occur in the background enabling you to run other applications simultaneously. List $129 (800-441- 7234)........ Picture Packer, a $79 program from Video & Image Compression Corp. (800-472-1888) squashes images down to 1/50th of their original size. _________________________________________________________________________ MINUTES OF THE BUSINESS MEETING AUTOMATION AND SCIENTIFIC DEVELOPMENT SIS July 21, 1991 Hilton, New Orleans The meeting was called to order at 3:00 p.m. by ASD/SIS Chair Carol Ebbinghouse. She introduced Nuchine Nobari, the Vice-Chair/Chair Elect, Jo Ann Humphreys, Secretary/Treasurer, and Anna Belle Leiserson, the newsletter editor. Carol gave a report on the SIS sponsored programs to be held at this annual meeting. There will be a program on "Standards and 'Standards' in the Library Computerization: Surviving the High Technology Tower of Babel" and "Micros to Mainframes: Annual Software, Hardware, and Applications Update". Jo Ann Humphreys, the Secretary/Treasurer, gave the financial status report. As of May 31, 1991, the SIS has $3,743.50. The results of the SIS election were announced. Ruth Armstrong is the new Vice-Chair/Chair Elect. Jo Ann Humphreys will remain the Secretary/Treasurer. A motion was made and passed that the election ballots be destroyed. Anna Belle Leiserson gave a report on the newsletter. The next issue will be a double issue and will include reviews of library automation software. Volunteers are needed to write reviews. Questionnaires were passed out. Anna Belle also announced that volunteers are needed to staff the SIS table in the exhibit area. Carol Ebbinghouse gave the Chair's report: (1) Election results will need to be available two months before the annual meeting. Our bylaws covered this sufficiently already. For the 1991 election, the ballots will need to be counted by May 17, 1992. (2) SIS dues have been increased to $12 per year. This increase will start with the 1992/1993 year. There has been no increase in 15 years. It will be possible for a person to subscribe to all the SIS newsletters without joining an SIS. Our membership may go down. By raising dues, the loss in membership may be offset. (3) For projects, the SIS will have to go to the Executive Board for funding. Carol Ebbinghouse passed the gavel to Nuchine Nobari, and she assumed the Chair of the SIS. A discussion was held on possible project ideas. There is a gap between the academic law libraries and the private law libraries. A lot of the ASD/SIS members are from firm libraries, but most of the activity is done by academic law librarians. Good projects would be those that would help the private firm librarians to become more automated. The academic librarians could be relied upon to give help and assistance based on past experiences. AALL has urged more participation by the members. A database has been started which lists people who have given talks, have been officers, or have made some other contribution to AALL. Nuchine Nobari asked for program ideas for next year's annual meeting. Possible topics included Internet/NREN; beyond e-mail (what is out there on the networks); LEXIS/WESTLAW on the Internet; optical scanners; and CD-ROM networking. The meeting adjourned at 4:00 p.m. Respectfully Submitted, Jo Ann Humphreys Secretary/Treasurer _________________________________________________________________________ AUTOMATION AND SCIENTIFIC DEVELOPMENT SIS FINANCIAL REPORT As of August 31, 1991 *Beginning Balance $4,411.43 Income: Dues $25.00 Income to 8/31/91 +$25.00 Subtotal $4,436.43 Expenses: Postage $541.20 Printing $983.75 Refunds $ 5.00 Expenses to 8/31/91 $1,529.95 Balance on August 31, 1991 $2,906.48 *Beginning balance equals balance on September 30, 1990 ($2,978.93) plus one half of the dues collected for the 1990-91 dues year. Respectfully Submitted, Jo Ann Humphreys Secretary/Treasurer ASD-SIS _________________________________________________________________________ SURVEY OF COMPUTER LIBRARIANS Please send responses via U.S. Mail or the Internet to: Mitch Fontenot University of Nebraska College of Law Library Lincoln, NE 68583-0902 Internet: mitchf@unllib.unl.edu What is your official title? _______________________________________________________ _______________________________________________________ In what type of law library do you work? Academic_______ Firm___________ Government_____ Other_______________________________________________________ In which department of the library are you located? Public Services___________ Technical Services________ Administration____________ Other_______________________________________________________ What is your level of education? Master of Library and/or Information Science_______ Juris Doctorate__________ Both MLS and JD__________ Other____________________ Do you have other duties in addition to computers such as reference, cataloging, or administration? _______If so, which? ____________________________________________________________ Do you serve areas of your institution outside the library such as faculty, attorneys' offices, judges' offices, etc.?_______ If so, which?__________________________________ What specific computer duties do you perform? Check as many as are applicable. Installation of software_______________ Installation of hardware_______________ Hardware maintenance___________________ Collection development of computer software____________ Teaching of various computer classes___________________ Preparation of computer guides_________________________ Managing a LAN (Local Area Network)____________________ Other_______________________________________________________ _______________________________________________________ _______________________________________________________ _________________________________________________________________________ _________________________________________________________________________