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Criteria for Selection and Evaluation of Library Software Packages
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- Critical Path Method (CPM)
- Data Warehouses
- Data, Information, Knowledge and Wisdom
- Decision Making
- Defence Scientific Information and Documentation Centre (DESIDOC)
- Delegation of Authority
- Developing Library Network (DELNET)
- Development of Knowledge
- Digital Library
Criteria for Selection and Evaluation of Library Software PackagesCriteria for Selection and Evaluation of Library Software Packages: In any endeavour in which we make a substantial investment of money, energy, and time or other resources, we like to know what kind of return we are getting. The ability to evaluate the return on our investment gives us the basis on which to choose between alternatives. So an evaluation is basically a judgment of worth, it is a matter of comparison of actual result with external standard, in the light of existing institutional realities which may be relevant to evaluating the future trajectory of the programme or services and provide an objective basis for decision making. Like any evaluative process, library software evaluation is also quite a difficult task. It mainly involves four basic aspects i.e. a) Whether software will be commercial; b) In-house developed software packages; c) Freeware d) Open Source Software In case of commercial software, it will cost a huge investment. In case of In-house developed software packages, it will consume much of the library budget, time from the library staff (in the form of constant evaluation and modification to the library software packages to become stable) and create problem in retrospective conversion. In case of freeware, there is a problem with technical support. But the Open Source Software has not any major disadvantages, if it has a online community for technical support. But in all cases, we have to consider the following procedure, features and aids to evaluate the software package. A) Preliminary Steps a) Consulting Others: No one wants chosen software to stop unexpectedly, slow down on large network, report error message. So, before making a choice, it will be better to consult a person who has already used the software in the same way or consult people who have already gained experience on that software package. b) Reputation of the Referrer: The reputation of a person or the institution, his/her/its experience on that particular software is the next point to be considered. The relation between the evaluator and the referrer should also be justified at this point. c) Existing Literature: It is better to go for the software after carefully examining the existing literature and documentation on the particular software packages. B) Manufacturers and Vendor a) Reputation of the Manufacturer and Vendor: What is the reputation of the software vendor or manufacturer in the market or for how long they are working in the field is the next important thing to consider. b) Training: Does the company or authority of the particular software provide training? Where and how the training is conducted, whether it is online, onsite? It is another point to be considered. c) Documentation / Manual: Is training accompanied by easy-to-follow supporting print material or manual. How good the manual is? It is also an important point to consider. d) Updating: Does the library automation system company from their own website help to install, upgrade (web based updates), and patches or simply help one with a particular function. How is the new modification / new version of the software to be obtained by the librarian? e) Post Installation Support: Post installation support from the vendor. C) General Features of the Software Package a) Multiple Platforms: The software package chosen should run on various computer platforms i.e. server, mainframe to simple PCs. The software should also be able to run in multiple platforms such as windows XP, windows 2000, windows N.T., etc. b) Existing Standard: Software should support internationally known standards such as MARC 21, CCF, AACR2, LCSH and data export/import in ISO 2709 (MARC/ CCF). If possible, the software chosen should also comply with UNICODE. c) Integrated: The software should permit collaborative working and all modules should be integrated in nature. d) Flexibility: The software should make it easy to switch between the OPAC and writing station because there are times when one would want the public OPAC station to function as writing station and at other times when would like the writing station to function as OPAC. The software package chosen should also be so flexible as to handle the records of variable sizes. e) Capacity: The restriction in total number of database / information / records in a database enable the software to be handled effectively. f) Speed: Speed of operation in different environment. g) Standardize Data Format for Import and Export: The software should use standardized data format for importing and exporting of data from and to the software. h) De-Bugging Facility: De-bugging facility and scope of proper error message while executing the software are to be ensured. i) User Friendliness: The software should build on GUI based environment. It should provide expert advice and assistance in performing any task. It should empower the experienced user with short cut and inexperienced user with menu driven icon, dialogue box, etc. giving clickable access to the software. The software that is built on other platform should have the mnemonic based command. j) Object Linking and Embedding (OLE): The Object Linking and Embedding feature helps to create objects in one application and then to embed it in a record of the software package running on the computer. If the software package chosen has this feature then it is good. k) Effectiveness: Does the system meet the specification? l) Reliability: Does the search in the software give consistent result? m) Customization and Expandability: The system should permit addition of new feature to meet the local need and use. D) Services a) Acquisition: Does the system carry out duplicate checking while entering the data. Does it have the capacity to print accession register? How effective the system is for data entry? Does the software provide an easy way for editing records? Are insertion and deletion of records easy? b) Cataloguing: Cataloguing through retrospective conversion facility, provision of catalogue card printing, etc. c) Circulation: Provision for issue, return, renewal, grace period, overdue alert, computation of fines, reservation of document, etc. d) Serial Control: Provision of monitoring multiple issue of a serial, provision of grace period for receiving the serial, provision of renewal, overdue alert, entering the abstract of a serial. e) OPAC: Provision of reservation through OPAC, provision of searching OPAC from outside the library, provision of searching the OPAC and web simultaneously (Meta search) using a single word search. f) Library Administration: The software should allow generation of different kinds of reports i.e. collection statistics, circulation statistics and also should be helpful to create one’s own specialized report to meet the specialized need. It should also have the facility to assign different right to the software for different categories of library staff. E) New Technologies: The library software package should keep pace with global technology, web enhancement, online information, virtual services, provision of barcode facility, handling un-catalogued item, etc. a) Network Capabilities: Provision of LAN connectivity, scope of integration of the software package with other school department, provision of accessing the software from computer outside the school walls via a web browser. b) Web Enabling: Provision of web enabling through link to the Application Service Provider (ASP) or to the school web server, provision of internet connectivity, Email connectivity, etc. This is an advantage, where the cataloguer can work from remote location and OPAC can be accessed from both home and school, 24 hours a day. c) Enhanced MARC Data: Many softwares allow to catalogue website, E-Books, AV resources in addition to the library resources. The websites are added by the library media specialist manually. d) Open Standard Technologies: Is the database built on open standard technologies such as SQL, cold fusion, or XML that allows different types of software to talk to each other? That means, different modules of the software can easily and automatically share and update any information is common e.g. students name, address, etc. F) Securities a) Log on/off: The software should provide the students and staff members the user id and passwords to log on/off facilities on their own. The system must also allow the administrator to provide access restriction to certain records/ fields of importance. b) Power out Feature: Is any power out feature included? The system should be with a manual hand scanner available to check the material in and out in the event of power failure that can later on easily be connected to the computer system. G) Cost Factor of the Software Package a) Total Cost of the Software Package: If the system comes in different modules (available in only circulation module, circulation plus cataloguing module) then the total cost of the system. Is to be considered whether the total cost is affordable or justified. b) Cost of Support: Cost of training, on site support, etc. c) Cost of Upgrade: Cost of future upgrades. d) Future Exist Cost: In near future, if one wants to switch over to another package then the cost involved in such cases should also be considered. e) Warranty: The software should come with performance and service warranty. The technologies are shifting the horizon of library software packages every day, so, in choosing any software for library automation, if possible, we should look for the software package that has also the facility for federated search, and comply with the Open URL and Barcode and RFID technologies. Critical Path Method (CPM)Critical Path Method (CPM): Critical Path Method (CPM) charts are similar to PERT charts and are sometimes known as PERT/CPM. In a CPM chart, the critical path is indicated. A critical path consists of a set of dependent tasks (each depedent on the preceding one) which together take the longest time to complete. Although it is not normally done, a CPM chart can define multiple, equally critical paths. Tasks which fall on the critical path should be noted in some way, so that they may be given special attention. One way to do this is to draw critical path tasks with a double line instead of a single line. Server Lift Solutions Specialized server handling device, safely lift servers Tasks which fall on the critical path should receive special attention by both the project manager and the personnel assigned to them. The critical path for any given method may shift as the project progresses; this can happen when tasks are completed either behind or ahead of schedule, causing other tasks which may still be on schedule to fall on the new critical path. Data MiningElsevier Pathway Studio Analyze Any Experimental Data Including microarray data Data Mining: Data mining means the extraction of hidden predictive information from large databases. It is the process of analyzing data from different perspectives and summarizing it into useful information - information that can be used to increase revenue, cuts costs, or both. It is "the nontrivial extraction of implicit, previously unknown, and potentially useful information from data". Technically, data mining is the process of finding correlations or patterns among dozens of fields in large relational databases. Data Mining is also called as data or knowledge discovery. Data mining software is one of a number of analytical tools for analyzing data. It allows users to analyze data from many different dimensions or angles, categorize it, and summarize the relationships identified. It uses machine learning, statistical and visualization techniques to discovery and present knowledge in a form which is easily comprehensible to humans. Data mining tools predict future trends and behaviors, allowing businesses to make proactive, knowledge-driven decisions. It enhances the value of existing information resources. Data WarehousesData Warehouses: Data warehousing is defined as a process of centralized data management and retrieval. A data warehouse is a place where data is stored for archival, analysis and security purposes. A data warehouse is a central repository for all or significant parts of the data that an enterprise's various business systems collect. The term was coined by W. H. Inmon. IBM sometimes uses the term "information warehouse." Usually a data warehouse is either a single computer or many computers (servers) tied together to create one giant computer system. Typically, a data warehouse is housed on an enterprise mainframe server. Data from various online transaction processing (OLTP) applications and other sources is selectively extracted and organized on the data warehouse database for use by analytical applications and user queries. Data warehousing emphasizes the capture of data from diverse sources for useful analysis and access. Applications of data warehouses include data mining, Web Mining, and decision support systems (DSS). Data marts are smaller and less integrated data housings. They might be just a database on human resources records or sales data on just one division.
Data warehouses also increase the consistency of the data and allow it to be checked over and over to determine how relevant it is. Because most data warehouses are integrated, one can pull data from many different areas of the business, for instance human resources, finance, IT, accounting, etc. c) Disadvantages: Data warehouse is time consuming to create and to keep operating. Many time the current systems become incompatible with the data. So, the hardware and software continuously need to be upgraded. Finally, security might be a huge concern, especially when the data is accessible over an open network such as the internet. In such cases the data can be viewed by the competitor or worse hacked and destroyed. Data, Information, Knowledge and WisdomData, Information, Knowledge and Wisdom: Data, Information, Knowledge and Wisdom are the products of the mind. The Data, Information, Knowledge, and Wisdom are evaluated in an ascending scale of values, Data having the least value, Wisdom the greatest. a) Data: The word “data” is Latin in origin and literally, it means anything that is given. In sum, the term includes facts, figures, letters, symbols, words, charts and graphs that represent an idea, object or condition. Webster’s Third New International Dictionary defines data as “something given or admitted facts or principles granted or presented, that upon which an interference or argument is based, or from which an ideal system of any sort is constructed.” According to Oxford Encyclopedic English Dictionary, Data are “Known facts or things used as a basis for interference or reckoning." UNESCO defines data as “facts, concepts or instructions in a formalized manner suitable for communication, interpretation or processing by human or automatic means”. In simple, Data is a unit of fact and a raw material of information. It is derived by observation and experiences. By nature, data are either quantitative or qualitative. Quantitative data are numerical and qualitative data are descriptive. It is also possible to transform qualitative data into numerical values. Additionally, in science, data can also be graphic in nature. The data possesses the following characteristics. The following are the properties of data:
According to Harrod’s Librarian’s Glossary and Reference book compiled by Ray Prytherch, 7th ed, 1990, information is “an assemblage of data in a comprehensible form capable of communication”. Mikhailov et.al (1966) has cited Brillounin’s definition. According to them “information is the raw material and consists of a mere collection of data”. Hayes (1969) defines information as “result of data, usually formalized in processing”. Davis (1974) has defined information as “data that has been processed into a form that is meaningful to the recipient and is of real perceived value in current or prospective decision”. Stevens (1986) has defined information as “the factual data, ideas and other knowledge emanating from any segment of society that are identified as being of value sometimes gathered on a regular basis, organized in some fashion, transmitted to others and used in some meaningful fashion”. According to S. C. Blumenthal in “Management Information System” (1969), “information is data, recorded, classified, organized, related or interpreted within context to convey meaning”. According to A. J. Evans et al, information is a “sensible statement, opinion, fact, concept or idea, or an association of statement, opinions or ideas. It is closely associated with knowledge in that once information has been assimilated, correlated and understood it becomes knowledge” c) Knowledge: The word “knowledge” means an assured belief or that which is known. It is the information read, heard or seen and understood. It is an organized set of statements of facts or ideas – presenting a reasoned judgments or an experimental result which is transmitted to others through some communication medium in some systematic form. When information is stored in mind, it constitutes knowledge, particularly when relationships are established between items of information. The Webster’s New International Dictionary of English language defines knowledge as, “Familiarity gained by actual experience, practical skill, technical acquaintance”. It has also been defined by Webster as “Acquaintance with fact; the state of being aware of something or of possessing information; hence scope of information”. When man knows the entities (things or concepts), knowledge is established. As man knew more and more about entities knowledge grew. In order that knowledge already gathered is not lost from the scope of posterity it must exist in recorded and stored format. Due to the comparatively larger age of human, living of three generations in a family within society, ability to reason and analyse and ability to transfer the accumulated knowledge to its posterity increase his/her stock of knowledge. Knowledge is the ability of an actor to respond to a body of facts and principles accumulated over a period of time. The quality of knowledge depends on the properties of the agent. Knowledge can be viewed in terms of the following i) Knowledge is the structure or organization of information including the relationship among items of information. ii) Knowledge is created and modified by new information. iii) When information is applied by people it becomes knowledge. iv) Knowledge is universally regarded as a much wider concept than information, both in the everyday world and within the specialty theory and practice.
Further, knowledge is individual to each person and does not depend upon humans to exist; when it exists apart from information it can only be useful if it becomes a commodity or a resource. Knowledge can only reside in an organic brain. As soon as it is objectified outside of a biological organism it becomes disembodied information, capable of entering production similar to a manufactured product or commodity. Some of the characteristics of knowledge are i) It is dynamic, ever growing and continuing. ii) It is contained in the subjective realm. iii) It is structured, coherent and often of enduring significance. iv) It is a stock, largely resulting from the flow, inputs of information. v) It is the basis for action.
Cleveland, Ohio Association for System Management, 1979 has treated raw data from “birth” into evaluated form as information, through maturity as knowledge, to “death” and inclusion in the knowledge base. It may be noted in passing that in common social process, data, information and knowledge are regarded as mutually sustaining elements at times distinctly different, on occasions overlapping, and interchangeable. Both data and information have intrinsic properties. While information is shareable, knowledge is individual to each person. Again, information depends upon humans to exist but knowledge does not depend upon only humans to exist. Information is the aggregation and assemblage of data in a comprehensible form recorded on paper or in some other medium and is capable of communication. Knowledge is the potential for action on information. The information, knowledge and wisdom in their totality constitute valuable human intellectual assets.
Database1. Introduction: A database is an organized set of data stored in a computer that can be search automatically. A database is a self describing collection of integrated records. It is self describing because it contains as part of itself a directory or dictionary of its context. It is a collection of records or a file or a collection of files brought together as a single file commonly accessible by a given set of programme. According to John Convey, databases are a collection of records in machine readable form that are made available for searching from remote computer terminals. A database is an organized, integrated and often inter- related collection of computer based data, records, files or information. A random assortment of data cannot be referred to a database. Databases may be stored on magnetic tape; optical media such as CD- ROM, DVD ROM, and Hard Disk etc. can be accessed either locally or remotely. UGC-NET Computer Science 2. Characteristic of Database: The characteristic of a database are as follows a) It is an organized, integrated collection of data. b) It can be referred to by all relevant application with relative case and number. So duplication of data can be avoided. c) It is a model of natural relationship of the data in the read- world environment. d) Database enhances data independence by permitting application programme to be incentive to changes in the database. e) Databases provide facilities for centralized control of accessing and security control functions. The database approach can be employed wherever storage and manipulation of data are required. It is most useful when relationships between data are numerous and complex and information requirements are subject to change. Common examples of databases is: A student database containing enrolment data for all persons currently attending classes.
A bibliographical databases may be a library catalogue or a database of theses, dissertation, research papers published in technical journals, conferences etc. Bibliographical databases can be divided into two categories:
Many of the world databases are now made accessible to the users by vendors (computer based agencies that arrange access to various world databases for a fee). Such vendors include DIALOG, SDC etc. 4. Evaluation of Database: The evaluation of a database includes the following- i) Scope: The bibliographical database should include full bibliographical information such as ISBN/ISSN number, author, title etc. ii) Indexing System: Which method is used in indexing the database is a prime factor to be considered in evaluation. It should also include the indexing is done by manual or by using automatic method. iii) Searching facilities: The database should have multiple accesses using various keywords or access point. It should also support Boolean operators. iv) Vendors Support: Whether the vendor of the database has provide rules, regulation and guidance for using the database or not. DatabasesDatabases: Most of the search engine or databases often return thousands of results. So, to use search engines / databases effectively, it is essential to apply techniques that narrow results and push the most relevant pages to the top of the results list. Below are a number of strategies for boosting search engine / database performance. Without these strategies or techniques, finding what you need will be difficult task and any user by spending a few minutes clarifying his / her need, can increase the chances of finding relevant information over internet. a) Search Strategies: To arrive at appropriate target, a user of a database or search engine should know about the search strategies that need to be followed. In the following paragraphs some such steps are listed out. i) Step 1: Framing the need by sentence: Frame your need by appropriate sentences. For example: One need information on “Digital libraries of India” ii) Step 2: Identify Keywords: Find out the keywords or main concepts in the statement. In the above example the keywords will be iii) Step 3: Select Synonyms and Variant Word Forms: Find out the synonyms / alternate spellings, and variant word forms of each keyword. In the above example the synonyms of iv) Step 4: Combine Synonyms, Keywords, and Variant Word Forms With Boolean Operators: Now combine synonyms with Boolean OR. Place parentheses around OR statements. So, in the above example, the search terms will be: ‘Digital Library or virtual library or Library without wall or Institutional repository’ and India. Please note here that some search engine consider “OR” as “+”, “AND” as “*” and “NOT” and “-“. You should combine your words accordingly. When you are unaware of the complete word you can use the truncation facility with an asterisk symbol (*). Eg. Librar* to retrieve the document that contain the word library, librarian, and so on. v) Step 5: Check Your Spelling: Search engines return websites with words that match your keywords. If you misspell a keyword, your results will contain websites where that word is also misspelled. So at the last step check all your spellings. b) Boolean Operators: Boolean logic is a complete system for logical operations. It was named after George Boole, an English mathematician at University College Cork who first defined an algebraic system of logic in the mid 19th century. i) Boolean AND: Connecting search terms with AND tells the search engine to retrieve web pages containing ALL the keywords. So, AND considerably limit the search results. Please note that the star sign (*) is the equivalent of AND in some search engine (Google). ii) Boolean OR: Linking search terms with OR tells the search engine to retrieve web pages containing ANY and ALL keywords. When OR is used, the search engine returns pages with a single keyword, several keywords, and all keywords. So, OR expand the search results. Example: Librarian or Library Please note that in many search engines, the plus symbols can be used as alternatives to Boolean OR.
Example: OCLC not DDC The above example instructs the search engine to return web pages about OCLC but not web pages about the "DDC". One can use NOT when he/she have a keyword that has multiple meanings. In some search engines, the minus symbols (-) is used as alternatives to Boolean NOT. The AltaVista's Simple Search requires the use of plus and minus rather than AND, OR, and AND NOT. However you can use AltaVista's Advanced Search for full Boolean (AND, OR, and NOT) searches. iv) Complex Search Using Boolean Logic: Example: Library AND (Acquisition OR Classification). This expression will search for results matching the document of Library acquisition or classification. c) Some Other Search Techniques: Some other popular search techniques that can be used over the web in many search engines are listed bellow. i) Phrase Searching: Surrounding a group of words with double quotes tells the search engine to only retrieve documents in which those words appear side-by-side. Phrase searching is a powerful search technique for significantly narrowing your search results, and it should be used as often as possible. Example: “Five Laws of Library Science” ii) Phrase Searching With Boolean Operators: You can also combine a phrase search with additional keywords using Boolean logic. Example: “Five Laws of Library Science” * Dr. S R Ranganathan iii) Title Search: Field searching is one of the most effective techniques for narrowing results and getting the most relevant websites listed at the top of the results page. A web page is composed of a number of fields, such as title, domain, host, URL, and link. Searching effectiveness increases as you combine field searches with phrase searches and Boolean logic. For example, if you wanted to find information about Five Laws of Library Science and Dr. S R Ranganathan, you could try the following search: Example: +title:"Five Laws of Library Science" + Dr. S R Ranganathan Example: title:"Five Laws of Library Science" and Dr. S R Ranganathan The above title search example instructs the search engine to return web pages where the phrase Five Laws of Library Science appears in the title and the words Dr. S R Ranganathanappear somewhere on the page. Please note that like plus and minus, there is no space between the colon (:) and the keyword. iv) Domain Search: The domain search allows you to limit results to certain domains such as websites from the United Kingdom (.uk), educational institutions (.edu), or government sites (.gov). Example: +domain:in +title:"Guwahati" Example: domain:in and title:"Guwahati"
Example: +domain:in +title:"Guwahati" * Dispur Example: domain:in and title:"Guwahati" * Dispur Example: url:NET and title:UGC vii) Link Search: Use the link search when you want to know what websites are linked to a particular site of interest. For example, if you have a home page and you are wondering if anyone has put a link to your page on their website, use the Link search. Researchers use link searches for conducting backward citations. Example: link:http://www.lislinks.com In conducting a search over any search engine / database please note that they have some variants. The variants can be viewed from the following angles-
Google supports OR (in all caps), but does not support full Boolean AND NOT. However, it does allow the implied Boolean minus sign (-). When multiple keywords are entered, all keywords are treated as "AND" queries. Because Google automatically returns pages that include all keywords, the plus sign (+) and the operator AND are not necessary. Also, quotation marks for phrase searching are not required as Google returns pages with keywords in close proximity. Google supports link searching and title, domain, and host searching through its Advanced Search page. It provides domain searching on .gov and .mil sites with a special "Uncle Sam" database. Using the Image Search database, News Search database, or Discussion Group Search database, visitors can search for pictures / graphics, news articles, and newsgroup postings. Finally, unlike other search engines, Google offers a cached copy of each result. The cached copy can be especially helpful if the site's server is down or the web page is no longer available.
AltaVista offers a number of powerful search features not found elsewhere. One very effective tool available on the Advanced Search page is the NEAR search. A NEAR search limits results to pages where keywords appear within 10 words of each other. This can be extremely helpful in situations where an AND search produces too many results and a phrase search (" ") produces too few results. Example: "heart disease" near prevent Example: heart disease near prevent iv) All The Web (http://www.alltheweb.com/): All the Web/FAST Search supports implied Boolean logic (+/-) and phrase searching on the Basic Search page. The Advanced Search page also offers title, domain, host, URL and link searches. e) Let Us Sum Up: The more care and thought you put into your search strategy, the more relevant your search results will be. A well designed search strategy will save you time in the long run, allow you to search for information in many different places, and help you to find a larger amount of relevant information. Different strategies work better for different people. There is no need to follow every step listed above. Try a few different techniques to see what works best for you. Decision MakingDecision Making: Decision is the act of determining in one’s own mind upon an opinion or course of action. It is choosing one alternative among several alternatives given in a particular situation. In the words of Terry, it is “the selection of one behaviour alternative from two or more possible alternatives”. In fact, decision is a conclusion to long deliberation. Franklin points out that decision making is understood as an act of determining in one’s own mind a course of action, following more or less deliberate consideration of alternatives and by decision is understood that which is determined. On the basis of the different points of view expressed above it can be concluded that a decision is a chosen course of action(s) selected out of all perceived or available alternatives by the decision maker based on some criteria and in the light of objectives or purpose to be fulfilled. Decision is a means; it is not an end itself. Decisions have to be made and re-made in the light of the ends to be achieved. Decisions have to be responsive to varying situations. a) Need of Decision Making: Decision making is the most important process and an essential element in every activity of library management. It is to be done every day, every time, every point when manager faces problem, when they have to make choices between alternatives, etc. The success and failure of the individual at the top position as well as efficiency of the organization depends much upon taking right and wise decisions. In taking decision it should be remembered that taking no decision is bad but worse is taking a wrong decision. b) Decision Makers: Decision making in any organization is a cooperative effort. Decisions are the product of long deliberations or collective activity to which many people and agencies participate. If the skills, expertise, knowledge and creativity of the staff member are properly utilized then they can contribute to improve decision making. But at the top of administration is a person who must have a final say, who must ultimately give the final word. This is because of the fact that in the final analysis it is he who has to own the burden of responsibility of the consequences of a particular decision. No doubt as he rises up the ladder, his function will decrease but his responsibilities will increases. It is he alone who can see the enterprise as a whole. So, the power of final decision making must rest with him. c) Model of Decision Making: John Cowley has mentioned five points on the model of decision making. They are- i) Own Decision without Detailed Explanation: The manager himself takes the decision without reference to colleagues and does not make any attempt to explain why he has taken the decision. ii) Own Decision with Detailed Explanation: Taking decision by the manager himself and giving reason later to his subordinates. iii) Prior Consultation with Subordinate: Prior to making decision, discuss with subordinate and then making decision with or without taking into account the advice offered by subordinate. iv) Joint Decision Making with Subordinate: Taking joint decision by genuine participation of other staff. v) Delegation of Decision to Others: Managers may hand over a problem to a member of team for decision making. In such cases although the decision may be reported back but the manager will have little influence in the matter. d) Factors that Influence Decision Making: Decision making are influenced by the following factors- i) Institutional Factor: The aspiration, tradition, attitude, objective of the institution influence the decision. ii) Personal Factor: The academic, professional qualification of the person, his conduct, behaviors, etc influence his own decision. The personal mode of thinking plays a high role in decision making process. iii) Knowledge: Decision making depends on the availability of facts and necessary data. iv) Budget: The budget or other resource of the organization also influences the decision. In the library system, the aims and objectives of the library and parent organization, five laws of library science, readers and users, available staff, etc also play important role in decision making. e) Process of Decision Making: There are no universally accepted techniques of decision making. In fact decision making is a practical experience and can be learnt by actually taking it. In general, the following sequence of steps can be considered in decision making. i) Identification of Problem: The librarian should be a diagnostician who should look for the problem underlying apparent symptoms. ii) General Information: Acquire general background information and different view points about the problem. Collection of all relevant data regarding the problem. iii) Development of Alternative Solution: There is not a single problem which cannot be solved in more than one way. So find out all the possible method of solution. iv) Evaluation of the Alternative: Against the decision criteria, the alternative solutions are evaluated. v) Selection of the Best Alternative: The decision maker has to weigh each alternate in terms of associated risks and gains and decide how much risk he can take and identify which is optimum for this view point and select the solution accordingly. vi) Consult Others: In taking the decision in the above step some important points may be missed by the decision maker so at this step consult others for knowing certain points which are missed and for getting an opportunity to clarify the decision makers own thought and feelings. vii) Flexibility: The decision should not be rigid. It should have the provision to change according to circumstances. viii) Implementation of the Decision: Putting the decision into action. f) Types of Decision: Generally, decision can be classified into three broad categories- i) Personal and Organisational Decision: The personal decision attempts to achieve personal goals and generally cannot be delegated to other. The organizational decision attempts to achieve organizational goals and can often if not always be delegated. ii) Basic and Routine Decision: Basic decisions are those which are permanent in character and are taken for long duration and a degree of importance is such that a mistake would seriously injure the entire organization. Routine decisions are the everyday repetitive management decision which do not bear any great impact on the organization as a whole but play an important role in the successful working of an organization. iii) Programmed and No-programmed Decision: The programmed decision are those where the problem are of repetitive character and well defined involving tangible consideration to which the economic model that call for finding the best among a set of pre-established alternative can be applied rather literally. The non-programmed decision refers to problem of no-repetitive sort often involving basic long range question about the whole strategy. The decisions are novel. In structural method of handling the problem because it has not arisen before or because its precise nature and structure are elusive or complex or because it is so important that it deserves a custom tailored treatment. g) Problems in Decision Making: In general, in the process of taking decision, the following factors creates problems- i) Routines take too much time: Routine work in the library takes too much time from the librarian so they do not get enough time to devote to this aspect. ii) Confusion: The librarian is always surrounded by problems. Each problem looks more urgent than the other. The librarian finds it extremely difficult to determine the priority of these problems which take much of their time and create constant worry in them. iii) Lengthy procedure: Decision taking is a lengthy procedure, so in case of emergency this is generally avoided. iv) Politics: Today’s society is a group oriented society. Each member of the library is generally the member of some religious or political party. So each person has a different preference and preference rating. This limits the decision making. v) Lack of information: Lack of knowledge about the available alternative between which choice has to be made also creates problem in decision making. vi) Changing environment (future as anticipates): The surrounding environment of the library is continuously changing. So a decision taken today may not be relevant tomorrow. This creates another problem in decision making. vii) Nature and character of the librarian: The irresponsible, non-punctual, absent-minded nature of some librarians and non decisive character of the individual (ultra careful, ultra judicial in his examination of a problem seeing so many aspect of it and so many possible consequences of a particular action that he cannot make up his own mind) creates another problem in decision making. Defence Scientific Information and Documentation Centre (DESIDOC)Defence Scientific Information and Documentation Centre (DESIDOC): DESIDOC started functioning in 1958 as Scientific Information Bureau (SIB). It was a division of the Defence Science Laboratory (DSL) which is presently called as Laser Science & Technology Centre (LASTEC). The Defence Research and Development Organisation (DRDO) library which had its beginning in 1948 became a division of Scientific Information Bureau (SIB) in 1959. In 1967 SIB was reorganised with augmented activities and named Defence Scientific Information and Documentation Centre (DESIDOC). It still continued to function under the administrative control of Defence Science Laboratory (DSL). Defence Scientific Information and Documentation Centre (DESIDOC) became a self-accounting unit and one of the laboratories of DRDO on 29 July 1970. The Centre was functioning in the main building of Metcalfe House, a landmark in Delhi and a national monument. In August 1988 it moved to its newly built five-storied building in the same Metcalfe House complex. Since it became a self-accounting unit, DESIDOC has been functioning as a central information resource for DRDO. It provides science & technology information, based on its library and other information resources, to the DRDO headquarters, and its various laboratories at various places in India.
i) Information Processing & Dissemination: Collection of Science and & Technology information of DRDO interest, provide current awareness services to DRDO Scientists. This includes Newspaper Clippings Service, IEE/IEEE contents, Current contents in Military Science and Technology. ii) Training: Training in the areas of library automation, database development, online searching, e-mail and internet use, technical communication, multimedia development and other relevant aspects of information technology. iii) Technical Services: Providing reprography (photography, audio, video presentation materials), translation, communication (e-mail, Internet) and printing services. d) Internet and E-mail Access: DESIDOC took initiative and started providing e-mail and Internet access to the DRDO Laboratories spread over the country, through 64kbps leased line connection from VSNL, Presently about 25 dial up TCP/IP internet connection for top management are also being managed and monitored. iv) Multimedia Laboratory: The Laboratory was established to provide multimedia authoring, designing and presentation facilities to the top management and the Scientific Adviser to the Defence Minister. Expertise has been established in image processing, CD-writing, audio-video designing, desktop CD publishing and multimedia CD-ROM production. A few multimedia products were published and consultancy was provided to establish multimedia laboratories both within and outside DRDO. v) Reprographic Facility: This Facility helps DRDO top management and scientists in their technical presentations. The Facility is equipped with a computer-based 35mm multicolour slide making system, a digital colour copier, high quality colour printers and video recorders, and provides high quality presentation materials. vi) Printing Facility: A full-fledged high quality Printing Facility has been established which includes designing, layout, typesetting, DTP, processing and printing units for in-house production of DRDO publications. High quality multicolour printing is carried out with the help of commercial printing agencies. e) DRDO Publications: DESIDOC functions as the publication wing of DRDO and brings out a number of publications, covering current developments in Indian Defence Research & Development. The periodicals published are i) Defence Science Journal ii) Technology Focus iii) DRDO Newsletter iv) DRDO Samachar v) DESIDOC Bulletin of Information Technology (DBIT) Delegation of AuthorityDelegation of Authority: The term authority implies power derived from office or character or prestige. The person or agency having authority is powerful enough to do something since he has been authorized by a competent agency to do a certain job. Authority can also be defined as the sum of the powers and rights entrusted to make possible the performance of the work. Possession of authority means responsible for action. Some attributes are associated with authority. These are ability to give reward, inflict, punishment, censor subordinates, use commands and the like. We may define delegation as the assignment of work to another by giving him formal authority and responsibility for carrying out specific activities. When the authority hands over certain power to its lower unit, the higher authority is said to be delegated certain power. The delegator does not surrender his overall responsibility, but retains the power of control. He can even revoke his delegation and take back all the authority.
The librarian himself cannot supervise all the works of the library at all levels. He cannot make everybody responsible for the work and performance of all the employees in the library. Therefore he delegates the power and authority he has inherited. The librarian surrenders some of his power to his immediate subordinates i.e. Deputy Librarian, Assistant Librarian and also to Section Head for smooth disposal of work with higher sense of responsibility.
ii) Proper coordination: Since by delegation of authority the aims and objectives of the library can be brought to the lower group so it helps to achieve proper coordination to fulfill the objectives of the library. iii) Share the burden: Delegation of authority helps the librarian to share his burden with others. By delegation of authority he can multiply himself. iv) Important managerial practice: Delegation of authority is an important managerial practice of getting things done through others by sharing authority with them. v) Fixation of responsibility: Delegation of authority helps in the assignment of task or exact fixation of responsibility for failure or success. vi) Time saving: The precious time of the executive is saved otherwise wastage will take place in taking decision on every minute points which can be otherwise effectively handled by his subordinate. vii) Better decision making: Delegation of power to the section head helps in better decision making since the head is professionally qualified in his field. viii) Increase confidence: Delegation of authority increases the confidence of the person to whom authority is delegated. ix) Effective: By delegation of authority unnecessary delay in taking decision, wastage of money, energy can be avoided. c) Problems in Delegation of Authority: In the delegation of authority the following problems may arise i) Lower the prestige: The person to whom the authority is delegated sometimes takes hasty decisions which lower the prestige of the actual authority. ii) Lack of independent decision: The subordinate is easy to approach by his subordinate and so may be influenced by interested person or parties and thus may not be able to arrive at an independent decision. iii) Local feelings: The person may be overwhelmed by the local feelings and so large interest may be sacrificed. iv) Lack of suitable person: Sometimes an area may lack a really capable person so in-efficiency will be the result. Developing Library Network (DELNET)Developing Library Network (DELNET): DELNET <http://www.delnet.nic.in/> stands for Developing Library Network (formerly Delhi Library Network). It is the first operational library network in India. It was started as a project of the India International Centre in January 1988 with the initial, financial and technical assistance by National Information System for Science and Technology (NISSAT), Department of Scientific and Industrial Research, Govt. of India. It was registered as a society in June 1992 under the Societies Registration Act of 1860 and is currently being promoted by the National Informatics Centre (NIC), Planning Commission, Govt. of India and India International Centre, New Delhi. a) Objectives: The main objectives of DELNET are - a) To promote sharing of resources among the libraries by developing a network of libraries, by collecting, storing and disseminating information and by offering computerized services to the users. b) To offer guidance to the member libraries on cataloguing database services, circulation, acquisition, serials control, online services, selection of hardware and software, etc. c) To coordinate efforts for suitable collection development and for reducing unnecessary duplication wherever possible. d) To establish a referral centre, to monitor and/or facilitate catalogue search and maintain a central online union catalogue of books, serials, and non-book materials of all the participating libraries. e) To facilitate and promote delivery of documents manually and mechanically. f) To develop specialist bibliographic database of books, serials and non-book materials. g) To develop a database of projects, specialists and institutions. h) To possess and maintain electronic and mechanical equipment for the fast communication of information and delivery of electronic mail. i) To coordinate with other regional, national and international networks for exchange of information and documents. j) To undertake, facilitate and provide for the publication of newsletters/journals devoted to networking and sharing of resources.
With the assistance of NISSAT and NIC it regularly conducts training programme on DELNET services, software, e-mail, subject heading of library of congress, AACR II, Internet, etc. vii) Publications: DELNET has been publishing a newsletter since January 1994 in order to spread the message and to increase awareness about library networking in India. It also publishes NACLIN Proceedings, Director’s Report, etc. regularly. viii) Mailing Lists and Forum: DELNET has created a Listserv service called DEL-LISTSERV to provide the current awareness service to the users and allow the member libraries to receive the latest daily information from the internet automatically in the form of electronic mail. It also maintains other Listserv service such as Net-happenings, Med-clips, IFLA, LIBJOBS, etc. ix) Others: DELNET System for Information Services (DELSIS) is a powerful library networking software developed by DELNET. DELSEARCH, is again, a database access mechanism developed by DELNET. DELNET is the first network which provides Email service in this country that was started in 1991. It provides this service through National Information Centre (NIC). The future of DELNET is very promising. Its membership with India and outside India is going to take a quantum jump. The DELNET databases are growing in number and size and as a variety of information on South Asia these are becoming available through DELNET. It is expected that all institutions outside India specializing in South Asian studies will take DELNET membership. Development of KnowledgeDevelopment of Knowledge: The various stages of growth and development of knowledge are
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