Networked Services Project
Request for Tender for NLA Networked
Services
Chapter 4 - Project Capabilities Sought
4.6 Integrated Library Management System
4.6.2 Mapping to Configurations
4.6.3 General Capabilities Sought
4.6.4 Specific Capabilities Sought
4.6.6 Links to Other Configurations
4.6.1 Overview
The Library is not primarily seeking to replace its existing Integrated Library Management System (ILMS) in this RFT. Responses to this section must be associated with tenders for the National Bibliographic Utility. The Library is interested in opportunities for ILMS replacement which can be supplied at marginal additional cost to supply of the National Bibliographic Utility functions.
Information about the Library's existing ILMS is described in Appendix A.6.
The replacement ILMS will meet the Library's collection management and online public access catalogue needs. Access to digital objects linked to bibliographic records representing the object will be required.
4.6.2 Mapping to Configurations
The requirements in this section relate to Configurations #6.1, #6.2 and #6.3.
4.6.3 General Capabilities Sought
The ILMS will be an online, real-time library system which presents a single-user interface to an online public access catalogue and other electronic databases which provide access to all types of materials (eg monographs, serials, pictorial, manuscripts, digital objects) contained in the Library's collections.
The system will include a bibliographic database, capable of intake and output of MARC records. The system will be capable in design, architecture and performance capacity of supporting all library applications that make use of bibliographic data, including, but not limited to:
a) Online public access catalogue
b) Acquisitions
c) Serial control
d) Cataloguing and authority control
e) Stock control, including circulation.
The system should initially support 250 concurrent users, and have the capacity to increase the number of users without degradation in system performance and response time.
4.6.4 Specific Capabilities Sought
The specific capabilities listed in this Section are not intended to be an exhaustive list of required functionality. They are designed to be illustrative of the range of functionality desired by the Library, and include capabilities which may be unusual in the library services marketplace. The Library does not expect that Tenderers will necessarily be able to provide all the functionality listed. However, the selection process will include detailed evaluation of the extent to which Tenderers are able to provide the capabilities listed.
4.6.4.1 System considerations
The following capabilities are sought:
a) Support USMARC bibliographic format
b) Support USMARC authority format
c) Support USMARC holdings and location format
d) Support ASCII (ISO 646) and Extended Roman alphabet, diacritics
e) Support non-Roman character sets
f) Support ANSI Z39.50 server
g) Intake of records in MARC formats
h) Output of records in USMARC format
i) Support upline loading to the National Bibliographic Utility
j) Support downline loading from the National Bibliographic Utility both in real time and in batch mode
k) Links to related digital objects represented by bibliographic records
l) Support creation of custom forms and reports, and customisation of standard forms and reports in all modules
m) Support option to print forms and reports, or write to a file which can be loaded into a word processing or spreadsheet application
n) Authentication of logins in all modules, and controlled access to specific functions via passwords, user security records and/or user authentication.
4.6.4.2 Online Public Access Catalogue (OPAC) requirements
Access to the OPAC will be made available to on site and off site users of the Library. Off site users are most likely to use a World Wide Web browser to search the catalogue.
The following capabilities are sought:
a) Search across all MARC fields specified by the Library
b) Search across material formats
c) Search across Library collections
d) Search individual Library collections (eg pictorial)
e) Searching options (eg keyword, Boolean)
f) Browsing of indexes
g) Advise End Users of time consuming searches
h) Display holdings and availability status, including display of summary holdings for serials
i) Ability for the Library to amend interfaces, displays and help screens
j) Searching options between novice and experienced users
k) Forms of names/subjects entered by End Users automatically mapped to authorised forms of names/subjects, through thesauri or synonym lists
l) Searching not sensitive to case, initial articles, hyphens, punctuation marks.
4.6.4.3 Acquisitions Requirements
The following capabilities are sought:
a) Placing of orders of multiple types, including gift, subscription, standing orders, purchase
b) Processing and accessioning newly-received items
c) Invoice processing (single and multiple line invoices (at least 200 lines))
d) Maintenance of bibliographic records for on-order and in-process items
e) Maintain and report on Library's collection budget
f) Support hierarchical fund structure
g) Generate claims for orders not received within a specified period and support manual review of claims selected by user defined parameters (eg order type, vendor)
h) Search order records on a number of attributes (eg vendor, order number, invoice number, title, fund, ISBN/ISSN)
i) Ability to process Legal Deposit material (including receiving items against a notional account) and produce a receipt for depositors of items
j) Separation of order creation and release, and invoice creation and release
k) Output of payment data to a UNIX file, to be picked up and loaded to the Library's financial management system, which then generates payments for suppliers
l) Audit trail which records details of record additions, updates and deletions for order, invoice, vendor and fund records
m) The purging of old order data to an archive file, which can in turn be written to tape and other media
n) Maintenance of data for cancelled orders on the system. This data should be able to be interrogated from within the Acquisitions module, but not be displayed in the OPAC
o) EDI interfaces with vendors for transfer of order, invoice and claiming data
p) Ability to mask categories of acquisitions data for some materials (eg confidential manuscript purchases, working copies) from display in other modules.
4.6.4.4 Serial control
The following capabilities are sought:
a) Inquiry by a number of attributes (eg ISSN, title)
b) Create and amend check-in records
c) Check-in of serial issues
d) Automatic update of summary holdings
e) Reporting of overdue issues and generation of claims by user determined parameters (eg acquisition type, such as subscription or legal deposit); support manual review of claims
f) Ordering of replacement issues
g) Access to Acquisitions data relating to serials from the Serial control module
h) Interface with major serials suppliers for claiming, and automated checkin using information supplied by supplier
i) Support checkin using SISAC barcodes
j) The Library is seeking to replace its software, presently a customisation of its ILMS, which is used to assign ISSNs to new Australian serial titles as they are published and to register these ISSNs with the international ISSN database. This function is currently managed by the Australian ISSN Agency located in the National Library of Australia. As part of the process, databases of Australian serial titles ( presently in USMARC, 35,000 titles growing at 2,500 titles per year) and of Australian publishers are maintained (see also Section 4.1.6.16)
Allow Library staff to:
i. Allocate International Standard Serial Numbers from a sequence of numbers provided by the International ISSN Agency, checking first that a particular title has not already been allocated an ISSN and checking that the ISSN assigned is valid
ii. Maintain a record for each serial title allocated an ISSN, ensuring the record is upgraded to record full publication details once the title has been published, and that changes are recorded in a timely manner
iii. Obtain reports of titles allocated an ISSN which have not yet been published
iv. Obtain reports of titles and ISSNs associated with a specified publisher
v. Maintain a list of Australian publisher addresses and contact names
vi. Register Australian serial titles and allocated ISSNs with the International ISSN Agency database and notify the agency of changes and deletions, through output of records and conversion to ISDS MARC format
vii. Register Australian publisher addresses and contact names with the international ISSN database and notify the agency of changes and deletions.
4.6.4.5 Cataloguing
The Library recognises that this functionality may be delivered through the Cataloguing Client Configuration. The following capabilities are sought:
a) Input and update of bibliographic records of varying levels in USMARC and other MARC formats
b) Input and update of holdings and location information
c) Input and update of name/subject authorities
d) Quality control, error highlighting, duplicate detection
e) Cut and paste functionality for record creation
f) Entering records in a review file
g) Searching remote databases for copy cataloguing and transfer of bibliographic record.
4.6.4.6 Stock Control
The following capabilities are sought:
a) Circulation (to Reading Rooms, Exhibitions, other Australian and overseas libraries on interlibrary loan)
b) Interconnectivity with ILL systems using standard protocols
c) Access conditions and restrictions
d) Indication of availability status (eg On loan, In Preservation, Binding, On Order).
4.6.5 Questions
4.6.5.1 System considerations
a) Can the system rebuild indexes, produce reports, or perform background processing while the system is dynamic?
b) What methods are available for the input of MARC records to the system? Can MARC records from a CD-ROM of bibliographic records be added to the system?
c) What methods, formats and products are available for the output of machine-readable data from the system?
d) Are non-Roman character sets supported? What standards are used?
e) How would upline loading to the National Bibliographic Utility be achieved?
f) How would downline loading from the National Bibliographic Utility be achieved? How often could this occur?
g) How are links to digital objects made?
h) Which version of Z39.50 is supported for the server? What is the level of compliance of the Z39.50 server with the latest version of the Z39.50 standard?
4.6.5.2 OPAC
a) What range of MARC fields can be searched in the OPAC?
b) Are there any constraints on indexing performance given the current size and likely growth of the bibliographic database (currently 2.2 million records)?
c) What kinds of searching are available (eg Boolean, keyword, proximity)?
d) Is searching by particular formats or collections available?
e) Does the system advise End Users if the search will take a long time?
f) How is the status of availability and holdings for items shown?
g) Can the Library amend the display and text of information to End Users in the OPAC?
h) Are there options for novice and experienced searchers?
i) What does the system do when an End User inputs forms of names/subjects which differ from the authorised form used in the bibliographic records?
j) How is retrieval and display of digital objects supported?
4.6.5.3 Acquisitions
a) How are multiple line invoices processed? Is there a limit on the number of separate lines of an invoice?
b) Does the acquisitions system interface with systems of major book vendors and publishers using accepted EDI standards?
4.6.5.4 Serial Control
a) What data elements are included in serial check-in records?
b) Are there separate levels of serials holdings information, eg summary, detailed?
c) Does the system enable electronic communication of claiming information to systems of major serials vendors?
d) Does the system enable automatic checkin of issues using data supplied electronically by vendors?
4.6.5.5 Cataloguing
a) How does the system detect, report and process duplicate bibliographic records? Can the Library set up its own matching and merging parameters?
b) Does the system detect duplicates and close forms of authority records, eg incorrectly tagged records?
c) Does the system have a Z39.50 Cataloguing Client? Which, if any, of the Z39.50 Extended Services are supported?
d) What restrictions are there on record length?
4.6.5.6 Stock Control
a) What features does the system have to support recording of preservation actions and intentions?
b) How are access restrictions and conditions handled by the system?
c) How does the system support links to an Interlibrary Lending and Document Delivery Request System?
4.6.5.7 Technical Considerations
Tenderers are required to answer all questions in Sections 5.10.1 to 5.10.13, as appropriate to this Configuration
4.6.6 Links to Other Configurations
The Integrated Library Management System will be required to link to the National Bibliographic Utility (Configuration #1) and National ILL Utility (Configuration #4) Tenderers should explain relationships between these Configurations.
Return to Start or Continue to Chapter 5
Last updated 1 April 1997
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