+ Page 77 + ----------------------------------------------------------------- Molholt, Pat. "The Libraries at Rensselaer Implement Access to Information Beyond Their Walls," The Public-Access Computer Systems Review 1, no 3. (1990): 77-82. ----------------------------------------------------------------- 1.0 Introduction Rensselaer Polytechnic Institute began automating its libraries some ten years ago. The choice of SPIRES was driven both by its functionality and its cost. With no increased funding available for automation, the library administration sought a tool that afforded maximum control over the development of systems while, at the same time, had a manageable price tag. Currently, our system, which has the trademarked name "InfoTrax," has nine sub-systems. SPIRES has successfully handling every challenge we have put to it in this complex system development effort. These accomplishments were shepherded through the design, implementation, and evaluation processes by a design team of four librarians and a programmer/analyst. One programmer/analyst has been entirely responsible for the programming and maintenance of our system. Three individuals have held that position over the years with no loss to our progress in the transitions. 2.0 InfoTrax Subsystems InfoTrax has the following subsystems: (1) Acquisitions, (2) Catalog, (3) Circulation, (4) Commercial Index and Abstracts, (5) Library News, (6) Message, (7) Reserves, (8) Serials Check-In, and (9) Campus Information (this is described in section 3.0). Although the general system is freely accessible and requires no passwords, several of the files do require Rensselaer affiliation. When users access a restricted file they are prompted for an authorization code. The commercial index and abstract files, IEEE and Current Contents, fall in this category. + Page 78 + 2.1 Acquisitions Subsystem The Acquisitions subsystem includes fund accounting and an interface to Rensselaer Polytechnic Institute's accounts payable system. Orders are generated by the system and records for items on order are listed in the catalog. 2.2 Catalog Subsystem The Catalog Subsystem merges all MARC record types in one file. This file can be searched with full Boolean logic applied to numerous fields, including author, title, subject, publisher, date, subject, collection, call number, material type (e.g., journal, conference, and software), and status (in circulation or available). 2.3 Circulation Subsystem In the Circulation Subsystem, item level records are linked to the catalog with real-time updating of circulation activity, including relocating items to the reserve collection and the transfer of whole call number ranges to a different library. In addition, the floor and sub-collection are noted for each item in the collection. 2.4 Commercial Abstract and Index Subsystem The Commercial Abstract and Index subsystem contains citation files that are linked by call number to the Catalog subsystem. Patrons can use "Photocopy" and "Interlibrary Loan" commands to electronically route their requests for materials found in citation files to the appropriate library unit. 2.5 Library News Subsystem The Library News subsystem contains the library's hours and service announcements. + Page 79 + 2.6 Message Subsystem The Message subsystem is used for acquisitions recommendations, reference questions, and other types of patron requests. Users from around the United States and several foreign countries have used MESSAGE to offer critiques of the system or ask for users assistance. Fortunately, no one has tried to use it for direct borrowing requests. We'd have to say no to them at this point. 2.7 Reserves Subsystem The Reserves subsystem records class lists of both library and non-library materials that are searchable by course name or number, course nickname, and instructor. Non-library materials are organized by folders with the contents listed for easy identification by users. 2.8 Serials Check-In Subsystem The Serials Check-in subsystem interfaces between the MicroLinx system and the catalog, providing issue level availability information in the catalog. Each night the day's check-in activity is automatically transferred between the networked microcomputer and the mainframe-based InfoTrax system. 3.0 Campus Information Campuses are rife with information that is critical to students, faculty, and staff. Good access to that information has been a long standing problem for many of us. Campus-Wide Information Systems (CWIS) are springing up in an effort to bring both control and organization to a wide range of internal information. Librarians have not typically taken a leadership role in these efforts even though, among campus professionals, librarians are singular in their training in the organization of information. In this context, for the past eighteen months the library's design team has turned its attention to the concept of a library without walls by opening up the definition of "library information." Specifically, the group has begun working with several campus units to bring existing information of broad campus interest into the InfoTrax system for dissemination. + Page 80 + 3.1 Telephone Directory File Our first project was the campus student, faculty, and staff telephone directory. Compiled from the Registrar's, Human Resources', and Telecommunications' files, the Telephone Directory File is searchable by name, department, building, and rank or school year. Individuals will be able to "update" their own records in this file. In actuality, the requested changes will move electronically, field by field, to the office responsible for maintaining the authoritative file for that information segment. The actual corrections will be fed back into a central file for the campus to draw on as needed. No more changing your address in six different places. 3.2 Undergraduate Research Program File The next file we mounted takes its structure from the Telephone Directory File. The Undergraduate Research Program File contains the research interests of faculty who would like to have undergraduates on their research teams. This file can be searched by subject area, department, and faculty name. 3.3 Contracts and Grants File The Contracts and Grants unit found it necessary to cease publication of its newsletter, which announced funding opportunities compiled from many sources. The library has designed an electronic version in its place. The Contracts and Grants File will be augmented with direct downloads from the commercial Legi-Slate database, subscribed to by yet another office on campus. As with all of the cooperative files, the content of the file is "owned" by the contributing unit, which is also responsible for maintaining the file. The library provides some basic mechanisms for the units to facilitate the updating and editing of their files. Cooperation is becoming a watchword in the information environment of Rensselaer. + Page 81 + 3.4 Office of News and Communications File In the Fall of 1990, the Office of News and Communications file will make available the full text of all Rensselaer Polytechnic Institute's press releases. This file will be searchable by any word in the text as well as by a standardized list of units, departments, and schools within the university. It is anticipated that some local newsrooms will choose to obtain their press releases by accessing InfoTrax. 4.0 Conclusion We also have plans to provide electronic access to the undergraduate and graduate catalogs, the student handbook, class hour course schedule, bookstore holdings, and other similar files. However, for the moment, we will be concentrating on mounting the first campus-wide link ever installed by United Press International. Our agreement with UPI provides all of their national, international, business, finance, and sports news simultaneous with their broadcast to newsrooms and other commercial customers around the world. We are excited about developing a SPIRES program allowing users to design their own "newspapers." As with all of our files, UPI will be on the campus mainframe and available throughout the campus on the variety of networks supported at Rensselaer. I mentioned that cooperation was a key word at Rensselaer. There is another term that is important to the design team--fun. The group truly enjoys the process of design and has yet to find a challenge it cannot handle. We intend to keep looking! + Page 82 + About the Author Pat Molholt, Associate Director of Libraries Folsom Library Rensselaer Polytechnic Institute Troy, NY 12180-3590 (518) 276-8300 Pat Molholt has been responsible for Rensselaer Libraries' automation since 1978. In addition to her library duties, she is a doctoral student in artificial intelligence and lexicography. She is co-editor of the newly released work, Beyond the Book: Extending MARC for Subject Access. ----------------------------------------------------------------- The Public-Access Computer Systems Review is an electronic journal. It is sent free of charge to participants of the Public-Access Computer Systems Forum (PACS-L), a computer conference on BITNET. To join PACS-L, send an electronic mail message to LISTSERV@UHUPVM1 that says: SUBSCRIBE PACS-L First Name Last Name. This article is Copyright (C) 1990 by Pat Molholt. All Rights Reserved. The Public-Access Computer Systems Review is Copyright (C) 1990 by the University Libraries, University of Houston. All Rights Reserved. Copying is permitted for noncommercial use by computer conferences, individual scholars, and libraries. 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