19-11-2012, 06:14 PM
The RFP Writer’s Guide to Standards for Library Systems
RFP_Writers_Guide.pdf (Size: 1.28 MB / Downloads: 93)
Introduction
Librarians have recognized and supported, long before the dawn of computers, the need for standards to aid in collection management, share resources with other libraries, and improve access for library patrons. The widespread use of Integrated Library Systems (ILS), global communications via the Internet, and growing numbers of digital library initiatives have made the need for compliance with standards more critical than ever. Implementing information products and systems that support standards can ensure that libraries will be able to:
• integrate electronic content products from multiple vendors;
• resource share on a wider geographic scale, even globally;
• participate in more cooperative programs with other organizations, including ones outside the library community;
• speed up the “time to market” of library materials, i.e. the time to acquire, catalog, process, and circulate an item;
• provide remote access to library services;
• reduce the need for user training;
• operate successfully with their parent organization’s computing infrastructure;
• migrate cost effectively to newer systems; and
• more easily adopt new technologies.
But which standards are important when considering a library system? And how can one determine if a vendor’s product really complies with a standard? The RFP Writer’s Guide to Standards for Library Systems was created to answer these questions. It is intended for those who are writing Request for Proposals (RFPs) for library systems or evaluating RFP responses and software products.
Standards compliance needs to be considered from the very start of planning for an information system—during the needs assessment. This guide identifies the current U.S. national and international standards that are most important for all types of libraries. Once the standards have been identified, conformance requirements specific to the library system need to be clearly stated in the RFP that is sent to potential vendors. The guide assists in this effort by providing sample language for inclusion in the RFP. When evaluating systems, it is not enough to accept a general statement from the vendor that the product “complies” with a particular standard. In many cases, there are different approaches that can be taken in implementing a standard or the product may support some parts of a standard and not others. This guide will discuss known issues regarding compliance with a standard as it applies to library systems and suggest questions to be asked or tests to be performed to validate a product’s conformance.
For more information
There are many functional requirements that libraries will want to include in an RFP that are not directly standards related, and thus not discussed in this guide. Check these references for general information on library automation, integrated library systems, and RFPs for library systems:
Bibliographic Formats
The Machine Readable Cataloging format (MARC) was originally developed by the Library of Congress to automate the production of catalog cards. Over time, MARC has become widely used internationally and expanded to support advances in technology and library practices. The USMARC formats have evolved into the MARC 21 specifications, becoming the defacto standard for bibliographic formats in library computer applications.
The MARC 21 formats specify three content designators:
• Tags – A 3 digit number that uniquely identifies all the possible “fields” of the cataloging record, such as title, author, series, etc.
• Subfield codes – A lower case letter or digit, preceded by a delimiter, used to further differentiate the data within a field.
• Indicators – Two one-character positions for single digit numbers whose use or meaning varies depending on which field tag the indicator follows.
The specifications address the format encoding necessary for representation and exchange of bibliographic data between systems. Display formats and database storage technologies are not included in the specification and are determined by the design of the particular information system product.
MARC 21 Format for Bibliographic Data
Bibliographic data is the core component of an automated library system. It forms the basis of all online catalogs and shared cataloging processes. All the functional modules of an integrated library system utilize or interact with the bibliographic data in some way. In earlier versions of MARC, each type of material (book, photograph, map, computer file, etc.) had a separate format defined. In the 1990s, however, the concept of “format integration” was implemented—now all material types are addressed with one format and all MARC 21 fields may be used with any material type.