DRTC Seminar ( 1 1 ) ( 1 9 7 4 ) . Paper G.
PLANNING OP LIBRARY AND DOCUMENTATION SYSTEMS: A MODEL PLAN FOR CENTRAL AND REGIONAL UNITS OP A SYSTEM.
A NEELAMEGHAN, S SEETHARAMA, and M A GOPINATH, Docum e n t a t i o n Research and T r a i n i n g C e n t r e , I n d i a n S t a t i s
-t i c a l I n s -t i -t u -t e , Bangalore 560003.
The g e n e r a t i o n and d i f f u s i o n of knowledge, t h e need f o r a f a s t pace and e x h a u s t i v e n e s s i n i n f o r m a t i o n t r a n s f e r , e v o l u t i o n and f u n c t i o n s of modern documentation systems a r e d i s c u s s e d . The need f o r p l a n n i n g , t h e s t e p s i n p l a n n i n g , and t h e advantages of p l a n n i n g of a l i b r a r y and documentation system a r e b r i e f l y mentioned. A d r a f t model f o r a 3-phase 15 year developmental p l a n f o r a L i b r a r y and T e c h n i c a l I n f o r m a t i o n System c o n s i s t i n g o f C e n t r a l and Regional u n i t s i s p r e s e n t e d . The plan p r e s e n t s t h o f a c t o r s a f f e c t i n g l i b r a r y p l a n n i n g , t h e s t a p e s a t which i n f o r m a t i o n i s needed i n p r o d u c t development, and the s o u r c e s f o r i n f o r m a t i o n . The s t r u c t u r e , o r g a n i s a t i o n , documentation s e r v i c e s , p e r s o n -n e l , a-n-nual budget, a-nd f u r -n i t u r e a-nd equipme-nt o f t h e C e n t r a l Unit a r e d i s c u s s e d i n b r i e f . Two models for r e g i o n a l u n i t s are g i v e n . A l i s t o f s e l e c t r e a d i n g o f 4 6 documents i s a l s o i n c l u d e d .
1 GENERATION OP KNOWLEDGE
Knowledge i s g e n e r a t e d a t many p o i n t s i n t h e world o v e r — r e s e a r c h i n s t i t u t i o n s , u n i v e r s i t i e s and o t h e r academic i n s t i t u t i o n s , and i n d u s t r i a l and com-m e r c i a l o r g a n i s a t i o n s . Procom-m t h e p o i n t o f g e n e r a t i o n ,
t h e knowledge d i f f u s e s , w i t h i n t h e o r g a n i s a t i o n and o u t s i d e i t , through a v a r i e t y o f c h a n n e l s . A p i e c e o f knowledge t h u s communicated g e t s u s e d , t e s t e d , and a p p l i e d . It may g e n e r a t e new knowledge. Thus, t h e wavefront of knowledge keeps advancing in d i f f e r e n t
-L i b r a r y & Documentation Systems; A Mod el 02 t i o n s , d i s c o v e r i e s , and i n n o v a t i o n s , depends on seve-r a l f a c t o seve-r s .
2 SCIENTIFIC AND TECHNOLOGICAL KNOWLEDGE
S t u d i e s on t h e g e n e r a t i o n and d i f f u s i o n of know-ledge has r a i s e d some u s e f u l p o i n t s ( 2 3 - 2 6 ) t
1 Pew i n f o r m a t i o n becomes known to a s c i e n t i s t s p e e r i n t h e world s c i e n t i f i c ccmrunity much e a r l i e r than to o t h e r g r o u p s , w e l l in advance of any formal w r i t t e n p u b l i c a t i o n s .
2 In t e c h n o l o g y , i n c l u d i n g a p p l i c a t i o n of s c i e n c e and e n g i n e e r i n g , c r e a t i v e e f f o r t s a r e p r i m a r i l y con-cerned w i t h t h e i n t e g r a t i n g o f p r e v i o u s l y e x i s t i n g knowledge to produce u s a b l e commodities and c e r v i c e s i n c l u d i n g , f o r example-, systems d e v i c e s , p r o c e s s e s , methods and m a t e r i a l s .
3 Puro r e s e a r c h end phenomenon-oriented r e s e a r c h is concerned mainly with the g e n e r a t i o n of knowledge about some phenomenon or o t h e r .
4 The knowledge g e n e r a t e d from pure r e s e a r c h and phenomenon o r i e n t e d r e s e a r c h i s made a v a i l a b l e t o t h e s c i e n t i s t s and t e c h n o l o g i s t s in s e v e r a l ways and
through s e v e r a l c h a n n e l s .
5 T e c h n o l o g i c a l events a r e u s u a l l y i n i t i a t e d w i t h -in t e c h n o l o g y , -in t h e p r e s e n c e of an ambient s c i t n e e . W i t h a few e x c e p t i o n s , i t i s u s u a l l y d i f f i c u l t t o e s
-t a b l i s h a unique c o r r e l a -t i o n be-tween an i m p o r -t a n -t t o c h n o l o g i c o l advance w i t h a p i e c e of knowledge gene-r a t e d by pugene-re gene-r e s e a gene-r c h ogene-r. phenomenon o gene-r i e n t e d gene-r e s e a gene-r c h .
G2 Neelameghan, S e e t h a r a m a & Gopinath
o r i e n t e d r e s e a r c h . However, t h e r e a r e s e v e r a l i n t e r -c o n n e -c t i o n s a -c r o s s t h e two s p h e r e s o f a -c t i v i t y .
3 ACCESS TO INFORMATION
Today, t h e manager o f a n e n t e r p r i s e , p a r t i c u -l a r -l y i n t h e h i g h e r e c h e -l e o n s , h a s t o spend o v e r e i g h t y p e r c e n t o f h i s w o r k i n g t i m e i n r e c e i v i n g , p r o c e s s i n g , and c o n v e r t i n g i n f o r m a t i o n i n t o g a i n f u l d e c i s i o n s , a n d c h a n n e l l i n g t h e r e s u l t a g a i n i n t h e form o f a n o r a l o r w r i t t e n i n s t r u c t i o n , r e p o r t e t c t o t h e a p p r o p r i a t e p o i n t s i n a n e n t e r p r i s e . T h e c r e a t i o n o f a n e n v i r o n m e n t s u p p o r t i n g t h i s a c t i v i t y i s l i n k e d u p w i t h making a v a i l a b l e t h e i n t e l l e c t u a l r e s o u r c e s — t h a t i s , t h e knowledge d e v e l o p e d e i t h e r w i t h i n t h e o r g a n i s a t i o n o r o u t s i d e i t — t o t h o s e who c a n make a d e q u a t e use o f i t f o r f u r t h e r p r o g r e s s . A c c e s s t o p r e c i s e and r e l i a b l e i n f o i m a t i o n — s c i e n
-t i f i c , -t e c h n o l o g i c a l , commercial and m a n a g e r i a l — a t t h e r i g h t t i m e , t o t h e r i g h t p e r s o n i n a form most c o n v e n i e n t l y u s a b l e b y h i m , can h e l p t o m i n i m i s e t h e w a s t a g e o f r e s o u r c e s due t o u n n e c e s s a r y and u n i n t e n d e d r e - i n v e n t i o n , r e - d i s c o v e r y , re—development, and t h e m a k i n g o f u n f r u i t f u l d e c i s i o n s . F o r , a d e c i s i o n c a n b e n o b e t t e r t h a n t h e i n f o r m a t i o n t h a t t h e d e c i s i o n
-maker h a s a c c e s s t o . F u r t h e r , t h e a v a i l a b i l i t y o f t h e r i g h t t y p e o f i n f o r m a t i o n c a n t r i g g e r new d i r e c -t i o n s i n r e s e a r c h , d e v e l o p m e n -t , and m a n a g e r i a l a c -t i o n .
4 INADEQUACY OF SELF-SERVICE
About a century ago it was possible for a
spe-c i a l i s t — whether s spe-c i e n t i s t or manager — to keep
himself abreast of t h e wave-front of knowledge in
h i s field of s p e c i a l i s a t i o n through self-service —
l i b r a r y & Documentation Systems: A Model G4 ideas was r e l a t i v e l y low. Today the accelerated r a t e of output of new ideas make such s e l f - s e r v i c e inade-q u a t e . " It i s , now a common experience for one spe-c i a l i s i n g even only in a very narrow subjespe-ct-field, t h a t the amount of information being thrown forth es a r e s u l t of research and development, is f a r beyond h i s capacity to keep up with. In the newer s u b j e c t s , the pace of growth is much f a s t e r . Here is an
example from the f i e l d of Laser.
Year
Number of pub-lished papers
in a year
Year
Number of pub-lished papers
in a year
1958 1 1963 700 1960 20 1964 1,000 1961 100 1965 1,200 1962 325 1969 2,000 (Approx)
Year a f t e r year, while each s p e c i a l i s t cay be adding a b i t to our s t o r e of knowledge, the proportion of what he Knows to the t o t a l i t y of knowledge a v a i l a b l e is decreasing year a f t e r y e a r . , The manager's position — especially as a decision-maker — is in a sense, even worse as ho has to have quick access to scien-t i f i c , scien-technological, commercial end managerial in-formation. Besides, there is the problem of seepage and s c a t t e r of Information and the pressure for quicker exploitation of new knowledge and as a r e s u l t f a s t e r pace of obsolescence of any already know information. Further, the s p e c i a l i s t ' s own a b i l i t y in searching f o r new information may not be exhaustive; hence tJure'is bound to be many l o s s e s . For, exhaustive search for information requires special techniques. Further, ecch s p e c i a l i s t w i l l have to spend much time in t h i s
G4 N e e l a m e g h a n , S e e t h a r a m a & G o p i n a t h
search for information. This is obviously unecono-mical and no organisation can afford i t .
5 MODERN DOCUMENTATION SYSTEM
Finding o u t a s o l u t i o n to the problem of a c c e s s to information t h a t can lead to conservation of re-search, production, and managerial p o t e n t i a l — in s h o r t , human resource — has been entrusted to the l i b r a r y profession. This field of s p e c i a l i s a t i o n
in Library science is known as Documentation. Docu-mentation, is thus, an e s s e n t i a l supporting service which can lead to greater efficiency and higher pro-ductivity in a l l other a c t i v i t i e s of an e n t e r p r i s e .
A modern documentation system
1 Brings to t h e n o t i c e of the s p e c i a l i s t — t h a t i s , research worker, design and production engineer, technologist, and manager — nascent micro i d e a s ;
2 Indicates pin-pointedly — t h a t i s , avoiding my noise or irrelevancy t h a t cay occur through an inadequate selection of i d e a s ;
3 Searches e x h a u s t i v e l y — t h a t i s , not missing any idea l i k o l y to be of use to the s p e c i a l i s t ;
4 Provides documentation service on demand and in anticipation in a manner that f a c i l i t a t e s easy and expeditious access and absorption of ideas by the s p e c i a l i s t ; end
5 Continuously improves documentation service in order to adequately meet the ever-continuing down-pour of information of a l l kinds from a v a r i e t y of sources.
6 DEVELOPMENTS IN DOCUMENTATION 61 Techniques and Tools
l i b r a r y & Documentation Systems: A Model G71
t e c h n i q u e s and t o o l s a r e b e i n g c o n t i n u o u s l y improved upon to meet t h e v a r i e d and changing documentation r e q u i r e m e n t s o f t h e d i f f e r e n t k i n d s o f u s e r s o f i n f o r m a t i o n . Methods f o r i n t i m a t e l y u n d e r s t a n d i n g r e -q u i r e m e n t s o f each s p e c i a l i s t t o b e s e r v e d a r e b e i n g d e v e l o p e d . Advance documentation l i s t f o r u s e a s a c u r r e n t awareness s e r v i c e , a b s t r a c t i n g s e r v i c e h e l p -f u l i n t h e s e l e c t i o n o -f m i c r o documents -f o r r e a d i n g b y t h e s p e c i a l i s t — r e s e a r c h , e n g i n e e r i n g ,
product i o n and managemenproduct p e r s o n n e l , r e product r o s p e c product i v e b i b l i o -g r a p h i e s to p r o v i d e back-ground i n f o r m a t i o n on a p r o j e c t ; d i g e s t s e r v i c e , t r e n d r e p o r t s , s t a t e o f -a r t r e p o r t , d -a t -a s e r v i c e -and s p e c i -a l r e p o r t s , -a r e but a few of t h e d i f f e r e n t t o o l s used in documen-t a documen-t i o n s e r v i c e . A c q u i r i n g a n i n documen-t i m a documen-t e knowledge
of t h e d i f f e r e n t s o u r c e s of i n f o r m a t i o n — i n f o r
-mation g e n e r a t e d i n t e r n a l l y w i t h i n a n e n t e r p r i s e and t h a t f l o w i n g i n t o i t from o u t s i d e — , o r g a n i s -i n g t h e r e c o r d s of. such -i n f o r m a t -i o n -in a h e l p f u l w a y , d e v e l o p i n g n e c e s s a r y t o o l s t o s e l e c t j u s t t h e i n f o r m a t i o n r e q u i r e d from t h e s e s o u r c e s exp e d i t i o u s l y a n d e c o n o m i c a l l y , exp r e s e n t i n g t h e i n -f o r m a t i o n in a -form most c o n v e n i e n t l y u s a b l e by t h e s p e c i a l i s t and p r o v i d i n g p h y s i c a l r e c e s s t o the needed documents wherever t h e y may be a v a i l a b l e ,
a r e a l l m a t t e r s w i t h i n t h e purview o f d o c u r u n t a l i s t . S o t o o a r e t h e a r r a n g e m e n t s f o r s e c u r i n g t r r n s l a
-t i o n s o f documen-ts i n l a n g u a g e s i n which -t h e u s e r has n o p r o f i c i e n c y .
7 PLANNING OF LIBRARY AND DOCUMENTATION SERVICE 71 Need f o r P l a n n i n g
-071 Neelameghan, S e e t h a r a m a & Gopinath
8 a r y t o promote s c i e n t i f i c and t e c h n o l o g i c a l r e s e a r c h b u t a l s o d i s s e m i n a t e i n f o r m a t i o n i n a f a s t e r pace t o the l a r g e s t o f t h e i r u t i l i s a t i o n . I t has a l s o been w e l l r e c o g n i s e d by many developing c o u n t r i e s t h a t a N a t i o n a l Development plan should aim at d e v e l o p i n g a n a t i o n a l i n f r a s t r u c t u r e f o r s c i e n t i f i c a n d t e c h n o l o
-g i c a l i n f o r m a t i o n . This awareness on t h e p a r t of n a t i o n a l p l a n n e r s , s c i e n t i s t s , t e c h n o l o g i s t s h a v e l e d
t o drawing u p p l a n s f o r n a t i o n a l a n d / o r r e g i o n a l s c i e n t i f i c i n f o r m a t i o n c e n t r e s for different d i s c i p l i n e s . The Government o f I n d i a ' s p o l i c y r e g a r d i n g s e t t i n g pace f o r a p p l i e d and development r e s e a r c h and. t h e q u i c k e r e x p l o i t a t i o n o f t h e s e r e s u l t s , a s a p a r t o f p r o g r e s s towards s e l f - r e l i a n t economy has p l a c e d an u r g e n t emphasis on d e v e l o p i n g p l a n s f o r d i f f e r e n t n a t i o n a l a n d / o r r e g i o n a l i n f o r m a t i o n c e n t r e s . The Documentation Research and T r a i n i n g C e n t r e , has been approached b y s e v e r a l i n s t i t u t e s o f n a t i o n a l i m p o r t -ance f o r d r a f t i n g development p l a n s f o r s e t t i n g u p N a t i o n a l / R e g i o n a l documentation c e n t r e s o n t h e i r r e s p e c t i v e s u b j e c t - f i e l d s .
72 Advantages of P l a n n i n g
P l a n n i n g of l i b r a r y and documentation systems would e f f e c t the f o l l o w i n g a d v a n t a g e s :
1 P l a n n i n g h e l p s to s y s t e m a t i c a l l y move towards t h e Achievement of tho g o a l s of a l i b r a r y and docu-m e n t a t i o n c e n t r e ;
2 P l a n n i n g h e l p s in i d e n t i f y i n g and d i f f e r e n t i a t i n g t h e e s s e n t i a l p r i o r i t y a c t i o n s and n o t s o e s s e n t i a l a c t i o n s i n r e s p e c t o f a c h i e v i n g t h e s p e c i -f i e d g o a l s o-f a l i b r a r y / d o c u m e n t a t i o n c e n t r e ;
L i b r a r y & Documentation S y s t e m s : A M o d e l G8 a c h i e v i n g t h e u l t i m a t e g o a l s o f l i b r a r y / d o c u m e n t a t i o n
s e r v i c e ;
4 P l a n n i n g h e l p s r e c h e c k i n g , e r r o r - i d e n t i f y i n g and r e c o d i f y i n g due to u n f o r s e e n c i r c u m s t a n c e s at any s t a g e i n c o u r s e o f a c t i o n ;
5 P l a n n i n g h e l p s i n c l e a r d e m a r c a t i o n and a l l o c a t i o n of a c t i v i t i e s among a g r o u p of p e o p l e and e f f e c t -i v e l y c o n t r o l l -i n g t h e c o u r s e o f a c t -i o n o f d -i f f e r e n t p e o p l e t o w a r d s a c h i e v i n g t h e g o d s o f t h e l i b r a r y / documentation c e n t r e s ;
6 P l a n n i n g h e l p s t o d r a f t f i n r n c i a l l y e l a s t i c b u d g e t . A good p l a n i s c a p a b l e o f r e a d j u s t i n g i t s e l f t o a s l i c i n g o r enhancing o f f i n a n c i a l r e s o u r c e s ; and
7 P l a n n i n g p r o v i d e s an i n t e g r a t e d and y e t a n a l y -t i c a l p r o j e c -t i o n o f a f u -t u r e c o u r s e o f a l i b r a r y / documentation c e n t r e .
8 STEPS IK PLANNING
The d i f f e r e n t s t o p s i n p l a n n i n g nay b o s t a t e d a s f o l l o w s :
1 D e f i n i t i o n of the O b j e c t i v e s — t h i s i n v o l v e s an a n e x p l i c i t s t a t e m e n t o f t h e e s s e n t i a l g o a l s o f t h e l i b r a r y and documentation c e n t r e ;
2 F o r m u l a t i o n o f t h e p o l i c i e s — t h a t i s , formu-l a t i n g g e n e r a formu-l g u i d e formu-l i n e s t o c h a n n e formu-l t h i n k i n g and a c t i o n o f d i f f e r e n t u n i t s - d e p a r t m e n t s o f a l i b r a r y o r i n f o r m a t i o n c e n t r e t o w a r d s a c h i e v i n g t h e o b j e c t i v e s ;
3 D e t e r m i n a t i o n of a c o a r s e of a c t i o n — a s e l e c t i o n of a c o u r s e of a c t i o n from among s e v e r a l a l t e r -n a t i v e s t o w a r d s a c h i e v i -n g t h e o b j e c t i v e s ;
G6 Neelameghan, Seetharama & Gopinath
a s c o n t r o l d e v i c e s ; and
5 I n i t i a t i n g programs — Programs i n v o l v e e f f e c t -i n g and e x e c u t -i n g a c t -i o n -in t h e frame of d e f i n e d o b j e c t i v e s , p o l i c i e s , p r o c e d u r e s , and b u d g e t .
91 TOOLS FOR FLASHING
P l a n n i n g i n v o l v e s e s t i m a t i o n and f o r e c a s t i n g o f t h e r e q u i r e m t n t s o f s e v e r a l u n i t s o f a l i b r a r y a n d d o c u m e n t a t i o n c e n t r e s . S t a n d a r d i s a t i o n , Work s t u d y , Time s t u d y and Systems a n a l y s i s of l i b r a r y and docu-m e n t a t i o n c e n t r e s a r e e s s e n t i a l p r e l i docu-m i n a r y t o o l s f o r t h e p l a n n i n g p r o c e s s .
92 RAISING OF MANPOWER
In a plan f o r t h e development of a n e t w o r k or s y s t e m o f l i b r a r i e s i n a c o u n t r y , i t i s a n e s s e n t i a l p r e r e q u i s i t e t o s u r v e y t h e e x i s t i n g s i t u a t i o n r e g a r d -i n g manpower a v a -i l a b -i l -i t y -i n t h e c o u n t r y -i n o r d e r t o h e a b l e t o p r e d i c t c o r r e c t l y f u t u r e n e e d s . T h i s f a c t was r e c o g n i s e d by l a t e Dr S R Ranganathan as e a r l y as
1 9 4 8 . W h i l e d e v e l o p i n g a N a t i o n a l l i b r a r y Development P l a n f o r I n d i a , h e e s t i m a t e d t h e manpower r e -q u i r e m e n t s f o r t h e d i f f e r e n t f i v e y e a r p l a n p e r i o d s . However, t h e r e was no s y s t e m a t i c a t t e m p t to g e t a f a c t u a l a s s e s s m e n t and e v a l u a t i o n o f t h e l i b r a r y and d o c u m e n t a t i o n man-power r e q u i r e d i n our c o u n t r y . I n r e c e n t y e a r s , w i t h t h e growing i m p o r t a n c e o f i n f o r -m a t i o n a s a n e s s e n t i a l p r e r e q u i s i t e f o r i n d u s t r i a l and i n t e l l e c t u a l d e v e l o p m e n t , t h e r e h a s been a s u d -den n e e d f o r e s t a b l i s h i n g t e c h n i c a l i n f o r m a t i o n c e n t r e s i n many r e s e a r c h and development u n i t s .
l i b r a r y & Documentation Systems: A M o d e l GA1
f o r d e v e l o p i n g nan-power p l a n s . For t h i s p u r p o s e , one should choose c r i t e r i a f o r e s t i m a t i n g f u t u r e manpower r e q u i r e m e n t s . It has been found h e l p f u l to base t h e l i b r a r y manpower r e q u i r e m e n t s i n r e l a t i o n t o the number of r e s e a r c h workers working in the v a r i o u s s u b j e c t - f i e l d s . I n o t h e r words, the e s t i m a t i o n i s based on t h e number of c l i e n t e l e t h a t the informa-t i o n s informa-t a f f i s going informa-t o s e r v e . O n informa-t h e b a s i s o f informa-t h e e s t i m a t i o n of manpower r e q u i r e m e n t a r r i v e d a t , a phased programme f o r r a i s i n g the needed l i b r a r y man-power could be done at v a r i o u s l e v e l s of l i b r a r y e d u c a t i o n .
93 SCOPE OP THE PAPER
The paper e s s e n t i a l l y aims at p r o j e c t i n g a model plan f o r a n a t i o n a l documentation c e n t r e w i t h p r o v i s i o n f o r r e g i o n a l c e n t r e s o r s e r v i c e u n i t s f o r a s u b j e c t - f i e l d . This model plan is based upon t h e e x p e r i e n c e gained by t h e DRTC w h i l e p r o v i d i n g d r a f t p l a n s f o r s e v e r a l i n s t i t u t i o n s i n I n d i a — Hindustan A e r o n a u t i c s L t d , B a n g a l o r e , Department o f I n d u s t r i e s , Tamil Nadu, T e c h n i c a l I n f o r m a t i o n C e n t r e , Guindy, I n d u s t r i a l E s t a t e , Madras, O i l and n a t u r a l Gas Comm i s s i o n , Food S c i e n c e and Technology I n f o r Comm a t i o n S e r -v i c e , Regional S o c i a l S c i e n c e Documentation System,
e t c .
A THE TOTAL SYSTEM A1 F a c t o r s in P l a n n i n g
CA1 Neelameghan, Seetarama & Gopinath
1 The overall objective of the library and Tech-nical Information System;
2 The component unite and the respective inputs; 3 The functional organisation of the units into a coherent whole;
4 The likely constraints, deficiencies, and
limi-tations, in the operation of the service;
5 The nature of the environment in which the sys-tem and each of i t s component units are to function; the nature of their mutual interactions end the s t r e s -ses and strains arising thereof;
6 The built-in preventive and corrective measures for the constraints, deficiencies and limitations;
7 The growth and development of the system in the future; and
'6 The agency to provide the inputs continuously,
to apply the corrective measures, and to plan for the future development of the service on right lines, on the basis of the feedback from the service in opera-tion.
A2 Integrated View
A21 Objective of the Library and Technical information System
The objective of the Library and Technical In-formation System (L &T I S) should be derived from and be in conformity with the nation's overall plans for the development of the particular industry end of research.
Library & Documentation Systems: A Model CA22
A22 Coordinate Systems and Sub-systems
In formulating a plan f o r the L & T I S it is helpful to take on i n t e g r a t e d view of the r e l a t e d
and coordinate systems and of the sub-systems in the L & T I S. The operation of t h e d i f f e r e n t systems
mutually influence each o t h e r to a l e s s o r or g r e a t e r degree depending on a number of f a c t o r s . An i n t e -grated view can help in recognising the r e s u l t i n g impacts, and in making prevision f o r reducing to a minimum the undesirable influences and making
pro-ductive use of the favourable impacts. The i n t e g r a t e d view can be considered at different l e v e l s and in
d i f f e r e n t ways. A few i l l u s t r a t i v e examples are mentioned below:
1 I n t e g r a t e d use of the cervices provided by n c e n t r a l l i b r a r y and several d i v i s i o n a l or depart-mental l i b r r r i e s so as to s e c u r e maximum b e n e f i t
from the r e s o u r c e s a v a i l a b l e .
2 I n t e g r a t e d use of she i n t e r n a l l y generated and e x t e r n a l l y acquired information. The following diagram i l l u s t r a t e s t h i s .
:—; _ External n r j _ I n t e r n a l i.—I ~ Information «—I1 "" Information
l i b r a r y and Documentation Systems: A Model GA22
SN a
Phase of Project
b
Information for d e c i s i o n s
by c
On d Review of sug- Research
gested prog- Management ramme (Approval,Team l e a d e r s Rejection, post-Senior
ponement) s c i e n t i s t s Research
Procedure Evaluation of
results
Cost Evaluation method
3 Laboratory ex- Research and perimentation Development
31 t e c h n i c a l prac-t i c a b i l i prac-t y
32 Cost Research I n d u s t r i a l Management f e a s i b i l i t y General
Management
P i l o t plant production
Current Developments in t e c h -niques
Background I n f o r -mation
Equipment Cost N e t e r i a l Cost P a t e n t i n g
possi-b i l i t i e s
Cost Accountant Lease; Royalty, etc
Research Management Purchase
Officer
Inspection and Quality
Control
Equipment and M a t e r i a l a v a i l -a b i l i t y -and Cost Process
Costing Methods Testing methods Standards
GA22 Neelameghan, Seetharama, and Gopinath
Plant scale production
Marketing and distribution
Keeping up products in market
Production Manrger Plant Manager
Sales
Management; Advertisement
Research Management G e n e r a l
Management P r o d u c t i o n
E n g i n e e r i n g Research
Raw m a t e r i a l s , Equipment E n g i n e e r i n g I n f o r m a t i o n
I n p o r t s , E x t e r n a l c o n t r o l
S t e n d r r d s
Finance r e s o u r c e s Competing
p r o d u c t s
Competing p r o d u c t s C u r r e n t
informa-t i o n
D i s t r i b u t i o n Channel
Export Regulations P o s s i b l e a p p l i c a
-t i o n of p r o d u c -t s Competitors
Complaints r e c t i -f i c a t i o n
Improved Techniques
B e t t o r p r o d u c t s
4 I n t e g r a t e d u s e of d i f f e r e n t media of commu-n i c a t i o commu-n of i commu-n f o r m a t i o commu-n . A few a r e mecommu-ntiocommu-ned below: E x t e r n a l :
-l i b r a r y and Documentation Systems. A Mode-l GA22
cal r e p o r t , conference proceedings, t h e s i s , patent, standard, s p e c i f i c a t i o n , t r a d e p u b l i c a t i o n s , govern-ment publication, project r e p o r t , review and trend r e p o r t s , preprint end r e p r i n t , data sheet, drawing, card s e r v i c e , indexing and abstracting r e r v i c e , tape s e r v i c e , and other neo-conventional documents.
2 Information dissemination c e n t r e , such a s , documentation c e n t r e , data bank, clipping s e r v i c e , learned body, end commercial body.
3 Vendor/Supplier/Contractor/Collaborator Rep-resentative of or document generated by, such a source.
4 Customer
Representative of or document generated by the agency for which a project is carried out.
5 Consultant/Adviser/Guide.
6 M e e t i n g , such as, -Conference, Symposium, Se-minar, and Colloquium.
7 Formal course of instruction for different l e v e l s .
8 Telecommunication and v i s u a l and audiovisual media.
9 Mass media..
10 Colleagues, friends, and correspondenty outside the organisation.
Internal:
1 Other i n s t i t u t i o n a l research projects and project r e p o r t s .
2 Colleagues.
3 Documents generated within the organisation. Some of the v a r i e t i e s of documents mentioned at "External" may be generated i n t e r n a l l y a l s o .
CA22
Neelameghan, Seetharama, and Gopinath
5 Personal experience in s i m i l a r and r e l a t e d
work.
5 I n t e g r a t e d use of a v a r i e t y of sources
of information
The following table i l l u s t r a t e s the e x t e r n a l
sources of information t h a t may be used by an
indus-t r y for various purposes:
External Sources of Information
SIT
Variety of
Information
Sources of I n f o r m a t i o n /
Point of Contact
Business Information
in general
Business Information Bureau.
Trade a s s o c i a t i o n in the
subject of the
undertak-i n g . ' Specundertak-ial l undertak-i b r a r y
c e r v i c e s (usually l o c a l
or n a t i o n s i ) to industry
and b u s i n e s s ,
documenta-t i o n c e n documenta-t r e s . Published
documents.
Sources of Finance
and Shareholders
Stock Exchange, Tanks,
Financing Organisations
(egs I n d u s t r i a l Finance
Corporation of I n d i a ,
State F i n a n c i a l
Corpo-r a t i o n Limited, Refinance
Corporation U n i t e d ,
National I n d u s t r i a l
De-velopment Corporation)
Shareholders meeting.
Consumers of the goods l o c a l Sales Organisations
Library and rocumentation Systems: A Model GA2?
Variety of
Information
Sources of Information/
Point of Contact
preferences and
requirements
Employees:
Recruitment,
Train-ing
labour Relations
Supplies and s e r
s e r v i c e s .
Equipment, w a t e r
E l e c t r i c power
6 Special professional
services (Larger
organisations may
have t h e i r own)
7 S a l e s . P u b l i c i t y .
of Commerce. M a r k e t
Re-search Consultants.
Over-seas: Trade Commissioners;
Overseas Are.nts, e t c .
Employment Exchanges,
Uni-v e r s i t i e s and Technical
Training I n s t i t u t i o n s .
F a c i l i t i e s for T W T ; I n
-service t r a i n i n g ,
appren-t i c e s h i p e appren-t c . T r a d e
Unions. J o i n t C o n s u l t a
t i o n s . P e r i o d i c a l i n t e r
-views. Work Councils, e t c
Suppliers of Saw m a t e r i a l s .
Equipment manufacturers
and Importers.
Engineer-ing Consultants.
Market-ing o r g a n i s a t i o n s .
Cham-ber of Coanorce. Trade
Associations.
l e g a l . Accounting and
Auditing. P a t e n t s .
P u b l i c i t y .
GA22 Neelameghan, Seetharama and Gopinath
SN V a r i e t i e s of Information Sources of Information/ Point of contact
8 External r e g u l a t i o n s include Local,
S t a t e and Central Governmental re-g u l a t i o n s . Other general recommen-d a t i o n s .
Research and Deve-lopment F a c i l i t i e s for research know-how
Trading Corporation. Exports Risks Insurance Corporation). E x h i b i t o r s ; Trade Associa-t i o n s . D i r e c Associa-t o r a Associa-t e of Exhi-t i o r i s , e Exhi-t c .
Municipal a u t h o r i t i e s in re-gard to municipal laws. Government department (Sta-te and Central) Eg: Ministry of Industry and Commerce", Ministry of Labour, Factory I n s p e c t o r a t e , Public Health M i n i s t r y , Ministry of law, e t c , end s e v e r a l a c t s and r e g u l a t i o n s . Standards Body. P r o d u c t i v i t y Council, Em-p l o y e r s ' Association (wage agreements). Trade Associa-t i o n s ( Associa-t r a d e agreemenAssocia-t). F a c i l i t i e s f o r sponsored
l i b r a r y and Documentation Systems: A Model GA5 A3 Regional Organisation
It would be helpful to organise the t o t a l l i b r a r y and Technical Information System i n t o a c e n t r a l i s e d f a c i l i t y ( c e n t r a l l i b r a r y ) and s e v e r a l separate d i v i -s i o n a l f a c i l i t i e -s ( r e g i o n a l l i b r a r i e -s ) .
A4 Wastage
I t must b e emphasised here t h a t , w h i l e d e c e n t r a -l i s c t i o n has i t s advantages, in order to ensure eco-nomy and efficiency of work and t h e conservation of resources in each of t h e Regional F a c i l i t i e s , in the Central F a c i l i t y , and in the system as a whole, there should be good coordination of t h e work and s e r v i c e of e l l the U n i t s . Th~ system as a whole should be considered as if it were a s i n g l e f a c i l i t y . Without such a coordination of t h e work of find cooperation among a l l the u n i t e — Central and Regional — t h e r e nay r e s u l t e i t h e r wasteful duplication and uneconomic o r g a n i s a t i o n in some or a l l the Regional F a c i l i t i e s or some of. the Regional F a c i l i t i e s may grow at the expense of other in t h e system.
A5 C o l l e c t i o n , S e r v i c e , Staff
The t h r e e b a s i c elements of t h e system r e q u i r i n g careful planning and development a r e :
1 Document c o l l e c t i o n ;
2 Library and documentation s e r v i c e s ; and 3 Management of t h e system.
GB Neelemeghan, Seetharama and G o p i n a t h
B/H CENTRAL LIBRARY: A DRAFT PROGRAMME OF DEVELOPMENT
B CENTRAL LIBRARY: GENERAL BO C o n s p e c t u s
This section and the succeeding sections dual
with the s t r u c t u r e , function, and management aspects
of the Central Library.
Section B mentions the general f a c t o r s to be
considered in planning the Central Library.
Section C mentions t h e different u n i t s of the
Central Library, and s t r e s s e s the need for c c o r d i
-nat ion of t h e i r a c t i v i t i e s , and come special p o i n t s .
Section D describes in brief the v a r i e t i e s of
s e r v i c e s t h a t can be provided by the Central Library.
Section E works out the personnel requiregents
of the d i f f e r e n t u n i t s of t h e Central Library, the
q u a l i f i c a t i o n s of each category of staff, the number
of persons in each category and the scale of pey.
Section P gives an estimate of the annual
recur-ring expenditure for the Central Library.
Section G gives a l i s t of the major items of
fur-n i t u r e afur-nd equipmefur-nt fur-needed ifur-n the Cefur-ntral Library.
The approximate cost is also indicated.
Section H gives an e s t i n a t a of the cost of a new
l i b r a r y building f o r the Central Library.
B1 Healthy Development
In order to ensure a healthy and economical
development of the Central Library, it is necessary
to bear in mind i t s objective, i t s functions, and the
environmental context in which it has to operate.
The thrce-fold objective of the Central Library is
t o t
Library and Documentation Systems: A Model GB2
the parent organisation and o t h e r o r g a n i s a t i o n s and
i n d i v i d u a l s doing research and developmental a c t i v i
-ty in the same f i e l d :
2 Be a clearinghouse for information on a l l
aspects of t h e subject concerned; and
3 Be a p a r t n e r in t h e i n t e g r a t e d develops a i t of
the various documentation/information s y s t t n s in t h e
p a r t i c u l a r subject or industry and r e l a t e d systems
in t h e country as a whole, and a feeder to such
i n t e r n a t i o n a l systems.
32 Coordination of A c t i v i t y
As has already been mentioned in Sec A4, the
work and s e r v i c e o f . t h e Central Library must be well
coordinated with those of the Regional L i b r a r i e s .
F u r t h e r , the work and s e r v i c e of the Central Librrry
should be coordinated with those of other agencies
in the country having s i m i l a r o b j e c t i v e s . Such
co-ordination becomes all the. more s i g n i f i c a n t if the
work of tho Control Library is viewed in the
perspec-t i v e of perspec-the following f a c perspec-t o r s :
1 The wide range of coverage of s u b j e c t s f a l l i n g
within i t s purview;
2 The wide v a r i e t y of sources of information to
be made use of by i t ;
3 The d i f f e r e n t media of communication through
which information may flow i n t o and out of i t ;
,4 The s p e c i f i c i t y and comprehensiveness to be
en-sured in answering queries put to i t ;
5 The evergrowing range and complexity of s u b
-j e c t s ; and
G32 Neelameghan, S e e t h a r a m a and G o p i n a t h
A few examples o f t h e s e f a c t o r s a r e m e n t i o n e d i n t h e s u c c e e d i n g s e c t i o n s .
33 Wide Range of S u b j e c t s
A s p e c i a l i s t i n any f i e l d w i l l have t o drew i n -f o r a a t i o n -from a wide s p e c t r u m o-f s u b j e c t s — such as P h y s i c s , E n g i n e e r i n g , C h e m i s t r y , B i o - C h e m i s t r y , Chem i c a l T e c h n o l o g y , B i o l o g y , A g r i c u l t u r e , M e d i c i n e , N u
-t r i -t i o n , e -t c . F u r -t h e r , i f i -t i s a n i n d u s -t r y - o r i e n -t e d s e r v i c e , t h e management must have u p t o d a t e i n f o r m a -t i o n a b o u -t -t h e r e l e v a n -t economic, c o m m e r c i a l , s o c i a l and l e g a l n a t t e r s (See a l s o T a b l e i n C a t e g o r y 3 o f Sec A 2 2 ) . The C e n t r a l l i b r a r y s h o u l d b e a d e q u a t e l y e q u i p p e d t o a n s w e r q u e r i e s o n any o f t h e s e a s p e c t s o f t h e work o f t h e o r g a n i s a t i o n c o n c e r n e d . . The answer p r o v i d e d b y i t s h o u l d b e s p e c i f i c , r e l i a b l e ; c o m p l e t e , t i m e l y , and p r e s e n t e d i n a manner f a c i l i t a t i n g i t s c o n v e n i e n t u s e b y t h e s p e c i a l i s t c o n c e r n e d .
B4 S o u r c e of I n f o r m a t i o n
F o r t h e w i d e r a n g e o f c o v e r a g e o f s u b j e c t s and v a r i e t y o f i n f o r m a t i o n m e n t i o n e d i n Sec B 3 a b o v e , t h e C e n t r a l L i b r a r y s h o u l d have o r have a c c e s s t o , a wide v a r i e t y o f p r i m e r y p u b l i c a t i o n s and s e c o n d a r y p u b l i -c a t i o n s — su-ch a s , b o o k , l e a r n e d p e r i o d i -c a l , h o u s e m a g a z i n e , t e c h n i c a l r e p o r t , t r a d e c a t a l o g u e , s t a n d a r d ,
s p e c i f i c a t i o n , d a t a s h e e t d r a w i n g , p h o t o g r a p h , newsp a newsp e r c l i newsp newsp i n g , a n d i n d e x i n g , a b s t r a c t i n g and r e v i e w -i n g p e r -i o d -i c a l s .
Library and rocumentation Systems: A Model GB6
provide r e f e r r a l s e r v i c e . S u i t a b l e r e f e r r a l d i r e c -t o r i e s should be developed f o r -the purpose.
In Category 5 in Sec A22, a wide v a r i e t y of sources of information have been mentioned. B5 Medium of Communication
The media of communication of information can be viewed from d i f f e r e n t a n g l e s . For example, in Category 4 in Sec A22, the v a r i o u s media by which in-formation may get disseminated a r e mentioned. We con a l s o think of the dissemination of information by the C e n t r a l Library through a v a r i e t y of s e r v i c e s (See Sec 3)2). F u r t h e r , the information requirement; of a s p e c i a l i s t may be r e c e i v e d in the C e n t r a l L i b r a r y d i r e c t l y from him, or through one of the- Regional l i b r a r i e s , or from a n o t h e r l i b r a r y or documentation c e n t r e . .Similarly, the documentation s e r v i c e provided by the C e n t r a l l i b r a r y may reach the s p e c i a l i s t e i t h e r d i r e c t l y or through any of the channels mentioned
above.
36 Commitment
GB6 Neelameghan, Seetharama and Gopinath
document c o l l e c t i o n f o r i t s e l f , thereby e n t a i l i n g un-n e c e s s a r y d u p l i c a t i o un-n of documeun-nts, aun-nd wastage of funds. Each l i b r a r y should spend more e f f o r t in s e r -ving r e a d e r s and in d e s i g n i n g b e t t e r t o o l s and tech-n i q u e s f o r s e r v i c e . Evetech-n itech-n t h e s e r v i c e a s p e c t , utech-n- un-n e c e s s a r y d u p l i c a t i o un-n of e f f o r t should be avoided.
The n e c e s s a r y g u i d e l i n e s in t h i s m a t t e r must be l a i d down from the very beginning and understood by a l l -concerned.
B7 Leadership
The dovelopment of t h e system along r i g h t l i n e s w i l l depend to a l a r g o extent upon the personnel man-ning i t . : I t w i l l p a r t i c u l a r l y c e n t r e round the
l e a d e r s h i p , dynamism, and p r o f e s s i o n a l competence of the Head of t h e C e n t r a l L i b r a r y and each of t h e heads in charge of t h e Regional l i b r a r i e s . T h e r e f o r e , the s e l e c t i o n and building up corps of competent per-sonnel f o r each of t h e l i b r a r i e s in t h e system should bo given s e r i o u s a t t e n t i o n from the very s t a r t .
B8 Survey of Infoimation Needs
As one of t h e i n i t i a l s t e p s in implementing t h e proposed p l a n , it w i l l be h e l p f u l to moke a survey of t h e p o t e n t i a l u s e r s of t h e L i b r a r y and T e c h n i c a l Information System. This should cover r e s e a r c h labo-r a t o labo-r i e s a n d i n d u s t labo-r i a l e n t e labo-r p labo-r i s e s — l a labo-r g e a n d
L i b r a r y and Documentation S y s t e m s : A Model GC1 q u e s t i o n n a i r e s and i n t e r v i e w s of an a d e q u a t e sample
o f t h e p o p u l a t i o n s u r v e y e d .
I t i s a l s o n e c e s s a r y t o s u r v e y t h e i n f o r m a t i o n r e s o u r c e s i n t h e f i e l d a l r e a d y a v a i l a b l e i n t h e c o u n t r y . This would c o v e r l i b r a r y and documentation f a -c i l i t i e s i n t h e v a r i o u s o r g a n i s a t i o n s -c o v e r e d i n t h e survey mentinned i n t h e p r e c e d i n g p a r a g r a p h and a l s o such f a c i l i t i e s a v a i l a b l e i n u n i v e r s i t i e s , t e c h n o l o -g i c a l i n s t i t u t i o n s , a s s o c i a t i o n s , chambers o f commerce
and c o n s u l t a n c y s e r v i c e s c o v e r i n g t h e s u b j e c t f i e l d . C CENTRAL LIBRARY: STRUCTURE
C1 O r g a n i s a t i o n a l C h a r t : Major F u n c t i o n a l U n i t s A h e l p f u l way of g r o u p i n g t h e m a j o r i t e m s of work i n t h e C e n t r a l L i b r a r y i n t o f u n c t i o n a l u n i t s
i s shown i n t h e f o l l o w i n g c h a r t .
GC2 Neelameghan, S e e t h a r a m a and G o p i n a t h
C2 I n t e r n a l Coordination
7or c e r t a i n management purposes, it is helpful
to s t r u c t u r e the Central Library as shown in See 01•
This does n o t , however, mean t h a t the u n i t s w i l l
fun-function as w a t e r - t i g h t compartments. In p r a c t i c e ,
in every item of work and service of the Central
Library, maximum productivity should be aimed at with
a view to conserving human and material resources.
In t u r n , t h i s r e q u i r e s careful planning and
coordi-nation of t h e work of the d i f f e r e n t u n i t s of the
l i b r a r y .
Tor example, the feedback from the contact with
the industry and other organisetion — Liaison, r e
-ference service and documentation, can provide every
other unit a f a i r idea about the information r e q u i r e
-ment of t h e u s e r s . This will help in designing the
work and service of each of the units for e f f i c i e n t l y
meeting such needs of the u s e r s .
Again, for the preparation of a current awareness
l i s t , a r t i c l e s in a number of p e r i o d i c a l p u b l i c a t i o n s ,
technical r e p o r t s , s p e c i f i c a t i o n s / patents and other
micro documents w i l l have to be scanned
Simulta-neously, it should be possible to select the
documents to be used in preparing some of the other s e r
-vices — such a s , patent a b s t r a c t s , technical d i g e s t ,
newsbriefs, etc. It is u n l i k e l y that one and the
same person w i l l be preparing all the services:.
Nevertheless, it should be possible to coordinate
the work done for each of the services in such a way
to reduce to a minimum, the r e p e t i t i o n of the some
Library and Documentation Systems: A Model GC51
C3 Special Points
It is not proposed to give, in t h i s paper the
de-t a i l s of de-the work end service of each of de-the u n i de-t s .
These are f a i r l y well-known to and practised by,
pro-fessional l i b r a r i a n s and documentalists. However,
some special points v;ith p a r t i c u l r r reference: to the
management and development of the Library and
Techni-cal Information System as a whole ere discussed in
the succeeding s e c t i o n s . The. different v a r i e t i e s of
documentation service t h a t the Central Library may
develop are mentioned in Sec D.
C4 Central Library and Regional l i b r a r y
As has already been mentioned in Sec A3, t h e
Library and Technical Information System may be.
plan-ned to consist of a Central Library and several
Re-gional l i b r a r i e s .
Although t h i s paper is mainly concerned with the
Central Library, it is important that a helpful policy
is l a i d down in regard to the work and service r e l a
-tion and on matters of coopera-tion end coordina-tion
between the Central Library and the Regional Library
in the system for future guidance. Some of these
points are discussed in the succeeding s e c t i o n s .
C5 Central Library-Regional Library Management
C51 Management
1 The Head or Chief Librarian w i l l have overall
charge of the Central Library and of the Regional
l i b r a r i e s .
GC51 Neelameghan, S e e t h a r a m a and G o p l n a t h
l i a i s o n between the l i b r a r i e s and the management of the o r g a n i s a t i o n . I t s membership nay c o n s i s t of t h e Head of the Central L i b r a r y , the Head (or h i s r e
-p r e s e n t a t i v e ) of each of t h e Divisions of t h e or-g a n i s a t i o n and t h e Head of t h e Reor-gional l i b r a r i e s .
3 A s i n g l e budget may be prepared for the system as a whole. But each r e g i o n a l l i b r a r y should make up i t s own budget requirements under a p p r o p r i a t e heads of expenditure. The a l l o c a t i o n for each Be-g i o n a l l i b r a r y and to the C e n t r a l Library may be i n d i c a t e d . However, t h e r e should be provision for the u t i l i s a t i o n of any unspent amount in a Regional Library funds by another Regional Library or by the C e n t r a l Library when such a need a r i s e s .
4 The recruitment of personnel f o r any of the F a c i l i t i e s in the system may be a c e n t r a l i s e d f u n c t i o n .
5 There should be provision f o r interchange of personnel between the l i b r a r i e s .
6 There should be provision for i n - s e r v i c e t r a i n i n g of the personnel in d i f f e r e n t l i b r a r i e s in t h e system.
7 As f a r as p r a c t i c a b l e , the l i b r a r i e s in the system should agree to and .adopt uniform pract i c e in l i b r a r y r o u pract i n e s and s pract a n d a r d i s e forms, s pract a -t i o n e r y , e -t c . I -t w i l l lead -t o c o n s i d e r a b l e economy and conservation of r e s o u r c e s of the l i b r a r i e s and of t h e users if uniform p r a c t i c e is adopted in re-gard t o c l a s s i f i c a t i o n , c a t a l o g u i n g , c i r c u l a t i o n , end other p r o f e s s i o n a l t e c h n i c a l m a t t e r s in e l ] the l i b r a r i e s of t h e system.
Library and Documentation Systems: A Model GC52
the eyetca should meet p e r i o d i c a l l y — say, twice
or t h r i c e a year — and d i s c u s s matters of common
i n t e r e s t in regard to the management of t h e l i b
-r a -r i e s .
9 A handbook or manual should be developed
f o r t h e guidence of the personnel in the systeml in
regard to the p o i n t s Mentioned nbovo and any o t h e r s
of mutual concern to them.
C52 Document S e l e c t i o n
1 Document s e l e c t i o n w i l l be a r e s p o n s i b i l i t y
of each l i b r a r y in t h e system. Each l i b r a r y w i l l
know i n t i m a t e l y the s p e c i f i c information r e q u i r e
-ments of i t 3 immediate c l i e n t e l e . However, before
deciding on t h e procurement of a document, i t s
a v a i l a b i l i t y or otherwise in any of t h e o t h e r l i b
-r a -r i e s in t h e system should be checked. The union
catalogue maintained in the Library of the C e n t r a l
Library (See Sec C54) w i l l be h e l p f u l in t h i s
r e s p e c t . F u r t h e r , the orders outstanding processed
through t h e Central Library (See Sec C53) should
be checked. Unless a copy of a bock is e s s e n t i a l
in a Regional Library for reason of i t s frequent
demmd or because the Regional L i b r a r y ' s d i s t a n c e
-from the other l i b r a r y where it is a v a i l a b l e , or
because the book has frequent use in the o t h e r l i b r a r y
l i b r a r y a l s o , d u p l i c a t i o n of a book in s e v e r a l ,
Regional l i b r a r i e s should be kept at a minimum, if
not t o t a l l y avoided. This i s p a r t i c u l a r l y
import-a n t in r e s p e c t of c o s t l y p u b l i c import-a t i o n s import-and b:oks in
s u b j e c t s p e r i p h e r a l to t h e dominant i n t e r e s t of
6C52 Neelameghan, Seetharama & Gopinath
books in g r e a t demand may have to be d u p l i c a t e d in more than one l i b r a r y in the system.
In t h e s e l e c t i o n of c u r r e n t p e r i o d i c a l s , in-dexing and a b s t r a c t i n g s e r v i c e s , back volumes of p e r i o d i c a l s , t e c h n i c a l r e p o r t s , t h e s e s , p a t e n t s , s t a n d a r d s , e t c , the l i b r a r i e s i n the system should cooperate and c o l l a b o r a t e so as to secure the best u t i l i s a t i o n of the funds a v a i l a b l e by providing the u s e r 3 a wide range of r e a d i n g m a t e r i a l s . The c o l l e c t i o n s i n o t h e r l i b r a r i e s i n the v i c i n i t y o f t h e C e n t r a l L i b r a r y and Regional l i b r a r i e s should also be kept in view.
2 Such a c o o p e r a t i v e and coordinated docu-ment s e l e c t i o n programme i m p l i e s t h a t the l i b r a r i e s
in t h e system w i l l work out an e x p l i c i t l y s t a t e d document s e l e c t i o n p o l i c y , and ensure a f r e e and quick flow of information about t h e i r r e s p e c t i v e s p e c i a i programmes in t h i s r e g a r d . They should a l s o develop the necessary t o o l s and techniques f o r quick checking of h o l d i n g s , outstanding o r d e r s
e t c .
3 I t i s a l s o implied t h a t i f a Regional Lib-r a Lib-r y n o t i c e s a document oLib-r a good Lib-review of a docu-ment and f i n d s t h a t the docudocu-ment would be only of o c c a s i o n a l or l i t t l e use to i t s own immediate c l i e n t e l e , but t h a t i t i s l i k e l y t o b e o f g r e a t e r use in another Regional l i b r a r y , then the informa-t i o n abouinforma-t informa-the documeninforma-t may be passed on informa-to informa-t h e l a t t e r l i b r a r y .
C53 Document Procurement
L i b r a r y & Documentation Systems: A Model GC55'
the Document Procurement Section in the C e n t r a l L i b r a r y , a l i s t , p r e f e r a b l y in a standard order s l i p , of t h e documents to be o r d e r e d .
2 Such a C e n t r a l i s e d p r o c e s s i n g of Orders and r e c e i p t of documents w i l l r e s u l t in economy i n s e v r a l ways.
3 However, it implies t h a t the C e n t r a l Pro-curement Section h a s adequate f a c i l i t y and adopts e f f i c i e n t s t r e a m l i n e d procedures f o r t h e expedi-t i o u s procuremenexpedi-t of expedi-the d i f f e r e n expedi-t v a r i e expedi-t y of document needed in the l i b r a r i e s of t h e system. C54 Technical P r o c e s s i n g
1 C l a s s i f i c a t i o n and c a t a l o g u i n g of docu-ments should a l s o p r e f e r a b l y be c e n t r a l i s e d .
2 It w i l l secure economy in work and u n i f o r -mity in p r o d u c t .
3 Each Regional Library w i l l maintain a
card catalogue f o r i t s h o l d i n g s . Each of them w i l l a l s o make a d d i t i o n a l a n a l y t i c a l e n t r i e s
ac-r e q u i ac-r e d .
4 The C e n t r a l Library and Regional l i b r a r i e s should maintain a union c a t a l o g u e f o r a l l the
h o l d i n g s i n a l l t h e l i b r a r i e s i n the system.
B u t , the p r e p a r a t i o n of the Union Catalogue would b e the r e s p o n s i b i l i t y o f t h e C e n t r a l L i b r a r y w i t h
t h e cooperation of the Regional l i b r a r i e s . 5 L i s t of a d d i t i o n s can be i s s u e d by t h e C e n t r a l Library w i t h i n d i c a t i o n o f t h e l o c a t i o n of t h e documents in the system.
GC55 Neelameghan, Seetharama & Gopinath
c a l s are received d i r e c t l y by the respective
l i b r a r i e s .
2 Necessary recording of the r e c e i p t ,
send-ing of reminders for non-receipt, etc w i l l be
done by the l i b r a r y concerned.
C56 Document C i r c u l a t i on
1 Each l i b r a r y w i l l c i r c u l a t e documents to
i t s own c l i e n t e l e .
2 However, f a c i l i t y should be provided to
users to borrow documents from any of the l i b r e
-r i e s in the system e i t h e -r in pe-rson o-r th-rough
any of the Regional l i b r a r i e s . The c i r c u l a t i o n
system should be such as to afford a proper
con-t r o l of con-the lending and r e con-t u r n , r e s e r v a con-t i o n , econ-tc
of documents in a l l the l i b r a r i e s of the system.
3 Restricted and secret ( c l a s s i f i e d )
docu-ments should be issued to named persons only.
Such documents should be kept seperctely under
the custody of a senior member of the library
s t a f f .
4 Documents lending and borrowing to and
from any l i b r a r y outside the system can be
processed by the individual l i b r a r i e s of the
system.
C57 Reference Service and Documentation Service:
1 Lack l i b r a r y w i l l render reference
ser-vice to its own c l i e n t e l e .
2 But a user can drew upon the reference
service of any of the l i b r a r i e s in the system when
need a r i s e s .
Library & Documentation Systems: A Model GC6
to provide v a r i o u s kinds of documentation s e r v i c e t o i t s c l i e n t e l e even though the C e n t r a l l i b r a r y nay be providing s e v e r a l such s e r v i c e s . This may be n e c e s s a r y because of the s u b j e c t s p e c i a l i -s a t i o n or o t h e r demand-s of t h e c l i e n t e l e -served by the Regional l i b r a r y . However, a copy of each documentation l i s t , t r e n d r e p o r t , b i b l i o g r a -phy, d a t a c o m p i l a t i o n , etc prepared in each* Regional L i b r a r y should be s e n t to the C e n t r a l l i b r a r y and o t h e r Regional l i b r a r i e s as and when i s s u e d . A copy of each of t h e Advance Documenta-t i o n L i s Documenta-t , D i g e s Documenta-t , Newsbrief, L i s Documenta-t of Books added, and s i m i l a r p u b l i c a t i o n s prepared by the C e n t r a l l i b r a r y should be made a v a i l a b l e to each of t h e Regional l i b r a r i e s as and when i s s u e d . Informa-t i o n on s e r v i c e s u s u a l l y rendered on demand — such a s , a b s t r a c t i n g , trend r e p o r t , date compi-l a t i o n , and b i b compi-l i o g r a p h y — by the C e n t r a compi-l l i b r a r y should a l s o be s e n t to the Regional l i b r a r i e s . This w i l l f a c i l i t a t e any o t h e r
i n t e r e s t e d reader using a Regional L i b r a r y being n o t i f i e d about the a v a i l a b i l i t y of such
compi-l a t i o n s .
C58 T r a n s l a t i o n and Reprography
T r a n s l a t i o n s e r v i c e and Reprography s e r v i c e should p r e f e r a b l y be c e n t r a l i s e d (See a l s o
Sec D7 and D8)
C6 Size of C o l l e c t i o n
GC6 Neelameghan, Seetharama & Gopinath
of books and bound p e r i o d i c a l s . The maximum number of volumes of books end bound p e r i o d i c a l s
in a Regional l i b r a r y need not exceed 30.000. Some Regional l i b r a r i e s may need to have only
about 15,000 volumes.
Each l i b r a r y should p e r i o d i c a l l y weed out t h e l e s s - u s e d documents. For i n s t a n c e , most of the p e r i o d i c a l s , t e c h n i c a l r e p o r t s , e t c published ten y e a r s e a r l i e r can be withdrawn. Superceded e d i t i o n s of books, t r a d e c a t a l o g u e s , and o t h e r ephemeral m a t e r i a l s can be d i s c a r d e d . A weeded out document which may have an o c c a s i o n s l use in any of the l i b r a r i e s in t h e system may be deposited in the C e n t r a l l i b r a r y for maintenance and s e r v i c e .
C7 Summary
In summary, it may be s a i d t h a t the e n t i r e c o l l e c t i o n o f documents i n a l l l i b r a r i e s i n the system taken t o g e t h e r should be considered as if it were a s i n g l e pooled document r e s o u r c e
of the o r g a n i s a t i o n , as a whole. It should be p o s s i b l e f o r any r e a d e r i r r e s p e c t i v e of t h e region or u n i t he is employed i n , to draw from
t h i s pool without d i f f i c u l t y o r delay. D CENTRAI LIBRARY : DOCUMENTATION SERVICE D1 Main I t e m s of Work
The main items of work of the Documentation Unit are as f o l l o w s :
Reference Service
Library & Documentation Systemss A Model GD3
Liaison/Promotion of Information Use Reprography
Translation D2 Reference Service
D21 Reedy Reference Service
Ready Reference Service c o n s i s t s of f i n d i n g answers to s p e c i f i c queries put by u s e r s , and u s u a l l y involving search in and e x t r a c t i o n of information from, a reference book, such as an encyclopaedia, a handbook, a d i r e c t o r y , or a formula. The f i n d i n g of the answer u s u a l l y t a k e s a s h o r t t i m e , s a y , n o t more than ten minutes. D22 Long-Range Reference Service
long-Range Reference Service c o n s i s t s of finding answers to s p e c i f i c q u e r i e s put by u s e r s , end u s u a l l y involving prolonged search in a large number and v a r i e t y of documents and a l s o the preparation of b i b l i o g r a p h i e s and other v a r i e t i e s of document.3 for p r e s e n t a t i o n of in-formation in a manner s u i t a b l e f o r t h e r e a d e r ' s u s e .
GD3 Neelameghan, S e e t h a r a m a & Gopinath
of the system — Central end Regional l i b r a r i e s .
The objective of l i a i s o n may be s t a t e d as
followsi
1 Stimulating the use of information for
in-creasing productivity in the research and in
managerial a c t i v i t y ;
2 C o l l e c t i n g information about the general
and specific information needs of the different
c a t e g o r i e s of actual end p o t e n t i a l users with a
view to developing a f i l e of user p r o f i l e s ;
5 Informing t h e personnel of the parent o r
-ganizstion and other i n t e r e s t e d organisations
about the services rendered by themCentrai
l i b r a r y and the by t h e Regional l i b r a r i e s ;
4 Collecting information about the use
made of the l i b r a r i e s and of the services
rendered by the l i b r a r i e s in the. system; and
5 E s t a b l i s h i n g a. feedback mechanism for the
flow of information between the l i b r a r i e s in the
system and between each l i b r a r y and t h e u s e r s .
D31 Method
The contact may be e s t a b l i s h e d and information
gathered iri a v a r i e t y of ways depending upon the
context, The usual methods are:
1 Meeting individual reader in the l i b r a r y
and outside i t , at t h e works pot f o r i n s t a n c e .
2 P e r i o d i c a l survey by observation.
3 P e r i o d i c a l survey through q u e s t i o n n a i r e .
4 Convening of group meetings of users for
discussion on t h e services rendered.
Library & Documentation Systems: A Model GD41
the use of l i b r a r y and documentation s e r v i c e s .
6 Analysis of s t a t i s t i c s of reference
service rendered, documents c i r c u l a t e d , e t c .
D4 Documentation
Documentation is an evolved form of
Refe-rence Service. The emphasis is on s p e c i a l i s t
users and keeping them abreast of the current
developments in t h e i r r e s p e c t i v e subjects of
s o e c i a l i s a t i o n even in a n t i c i p a t i o n of demand.
Documentation e s s e n t i a l l y c o n s i s t s of (1)
Docu-mentation Work; and (2) DocuDocu-mentation S e r v i c e .
Documentation Work e s s e n t i a l l y c o n s i s t s of
the preparation of documentation l i s t s and various
other v a r i e t i e s of presentation of information
to s u i t the requirements of users of d i f f e r e n t
c a t e g o r i e s .
Documentation Service e s s e n t i a l l y c o n s i s t s
in finding out t h e exact requirement of each
reader through l i a i s o n and through personal
dialogue when he presents his query d i r e c t l y
at the l i b r a r y and serving him with the
appro-p r i a t e information/document.
D41 Dissemination
The r e s u l t s of the documentation work and
service are usually disseminated throurh dif
ferent v a r i e t i e s of s e r v i c e s / p u b l i c a t i o n s . The
following l i s t gives information about such
GD41 Neelameghan; Seetharama & Gopinath
A 1 Kind
2 Purpose
3 P e r i o d i c i t y 4 Source End
emphasis
5 Make-up of text
6 Approximate coverage 7 D i s t r i b u t i o n
Current Awareness Service / Anticipatory
Documenta-t i o n l i s Documenta-t .
To keep the research,deve-lopment and tiar.agement personnel of the organ i s a t i o organ aorgand other i organ t e -r e s t e d o -r g a n i s a t i o n s ab-r e a s t of the cuab-rab-rent developments in t h e i r r e s
-pective f i e l d s of i n t e r e s t . Weekly or F o r t n i g h t l y . Current p e r i o d i c a l s , tech-n i c a l r e p o r t s , patetech-nts", s t a n d a r d s , and o t h e r micro documents, as SOON as
received i n the l i b r a r y . Main P a r t : E n t r i e s c l a s s i
-f i e d ; -f e a t u r e d , and ar-ranged according to a s u i t a b l e scheme for c l a s -s i f i c a t i o n .
Supplementary.Part: Neces-sary indexes, such as for Subject and Author.
E n t r i e s for about 200 docu-ments per f o r t n i g h t l y i s s u e . P r o j e c t l e a d e r s , other
Library &. Documentation Systems: A Model GD41
personnel and management personnel of the p a r e n t o r g a n i s a t i o n and o t h e r i n t e r e s t e d o r g a n i s a t i o n s .
B 1 Kind 2 Purpose
3 P e r i o d i c i t y 4 Source and
emphasis 5 Make-up of
t e x t
6 Approximate coverage
L i s t of A d d i t i o n s .
To inform about the l a t e s t documents added to the l i b r a r y .
llonthly.
Classified.
50 entries per issue.
7 Distribution All library users of the organisation. •
C 1 Kind
2 Purpose
Selective Dissemination of Information (SDI).
GD41 Neelameghan, Seetharama &. Gopinath
3 P e r i o d i c i t y 4 Source and
emphasis
5 Make-up of
text
W e e k l y o r F o r t n i g h t l y . Current p e r i o d i c a l s , t e c h n i
-c a l r e p o r t s , p a t e n t s , s t a n d a r d s and o t h e r m i c r o documents, as soon as re-c e i v e d i n t h e l i b r a r y . According to requirement of
u s e r s e r v e d .
6 Approximate About 50 in a f o r t n i g h t . coverage
7 Distribution According to user/industry/ project profiles.
D 1 Kind
2 Purpose
3 P e r i o d i c i t y 4 Source and
emphasis
5 Make—up of t e x t
6 Approximate coverage
7 D i s t r i b u t i o n
Abstracts of technical papers on request.
To provide an idea about the main points discussed in
the original document. On request.
The items marked in t h e A n t i c i p a t o r y
Documenta-t i o n L i s Documenta-t by r e a d e r s . By name of a u t h o r of t h e
o r i g i n pi document. About 20 in a f o r t n i g h t .
Library & Documentation Systems: A Model GD41
Kind Patent Abstracts. 2 Purpose
4 Source and emphasis
5 Make-up of t e x t
To, disseminate information about new p a t e n t s and u t i l i t y models.
3 P e r i o d i c i t y Once in two months (Bimonthly). P u b l i c a t i o n s of the P a t e n t
O f f i c e s , Gazette of I n d i a , P a r t 3» Sec I I , and
epprop r i a t c t e c h n i c a l epprop e r i o d i -c a l s -containing: informa-t i o n on Indian and Foreign p a t e n t s .
Main P a r t : E n t r i e s c l a s s i
-f i e d , -featured and arranged, according to a s u i t a b l e scheme for c l a s s i f i c a t i o n . Supplementary P a r t :
Neces-sary indexes such as f o r Subject and Author.
6 Approximate • E n t r i e s f o r about 100 p a t e n t s coverage per bi-monthly i s s u e
7 D i s t r i b u t i o n S c i e n t i f i c / t e c h n i c a l and Management S t a f f .
1 Kind 2 Purpose
Technical Digest.
1 To solve technical problems. 2 To promote technical
GD41 Neelameghan, Seetharama & Gopinath
3 P e r i o d i c i t y Q u a r t e r l y . 4 Source and
emphasis
5 Make-up of t e x t
6 Approximate coverage
7 D i s t r i b u t i o n
Emphasis: P r a c t i c a b i l i t y , cost r e d u c t i o n , simpler techniques and equipment, Information on 1) Measure-ment, a n a l y s i s and c o n t r o l methods, 2) P r o p e r t i e s of m a t e r i a l s ; 3) New a p p l i -c a t i o n s of known m a t e r i a l s . new t e c h n i q u e s , nev; products
and new p r i n c i p l e s .
Source: P e r i o d i c a l s , t e e h -' n i c a l r e p o r t s , and
manuals.
Machine and/or process-wise i n c l u d i n g diagrams and p i c t u r e s .
Two-page f a s c i c u l e for each machine p r o c e s s . About 20 machine processes in a q u a r t e r l y .
Technical personnel of the o r g a n i s a t i o n — Foreman and workers of an i n d u s t r i a l o r g a n i s a t i o n .
1 Kind 2 Purpose
Management Digest.
l i b r a r y & Documentation S y s t e m s : A Uodel GD41
3 Periodicity
4 Source andemphasis
5 Make-up of t e x t
6 Approximate coverage 7 D i s t r i b u t i o n
commercial and techno-economic information from management of point of view; and
2 To promote managerial competence.
Monthly.
Emphasis: Managament a s p e c t s . Condensation of information. Source: All v a r i e t i e s of
documents i n c l u d i n g p e r i o -d i c a l s on business Fn-d management.
4 - p a g e s p e r monthly i s s u e .
Top management and s e l e c t e d management personnel.
H 1 Kind 2 Purpose
N e w s b r i e f .
