Information System: SirsiDynix - Case Study Example

? Information System Supervisor] Table of Contents Introduction 3 Business process model for a library: 4 Opportunities / Threats 5 Dependency on Sirsi: 6 Lapse in security: 6 Cost of maintenance and operations: 7 Suggested solutions 8 Solution 1: 8 Benefit of solution 1: 8 Cost of solution 1: 9 Implementation of solution 1: 9 Solution 2: 10 Benefits of solution 2: 11 Cost of solution 2: 11 Implementation of solution 2: 11 Solution 3: 12 Benefits of solution 3: 12 Cost of solution 3: 13 Implementation of solution 3: 13 Reference List 14 Information System Introduction This paper takes a look at the university library and the system implemented by the library. The library makes use of an integrated library system known as Sirsi which is rented out by SirsiDynix. SirsiDynix provides software solutions for a number of libraries across the globe. SirsiDynix is used by more than 3000 libraries and approximately 300 million users have access to SiriDynix’s products (Vista Equity Partners, 2013). SirsiDynix has worked on almost all types of library systems which include government, public and academic (Vista Equity Partners, 2013). As mentioned above the library pays a fee to make use of the services provided by the software. Moreover the library is also charged for any maintenance work that is carried out on the system. Sirsi is used to perform a number of functions for the library which include circulations, online cataloging, keeping records of subscriptions and acquisitions of various books from different sources (Vista Equity Partners, 2013). The transaction processing system is broken down into a number of modules. Some of these modules collaborate with each other to accomplish various tasks. For example the circulation module and the cataloging module are connected to each other to help locate books when needed. To access the journal articles the library makes use of software known as link resolver that allows students and professors to access various journal articles. The link resolver module tries to determine if an institution owns a resource that the user is trying to access. If the institution does not own that resource the link resolver tries to determine if the institution has the rights to access that particular resource. Once verification is completed the link resolver redirects the user to the resource using a particular URL link (ExLibris SFX, 2012). The URL link resolver provides a scholar portal that connects the all the libraries of the regional universities and provides information on the journals available at a particular university library. Universities are allowed to borrow journals from each other without any additional charges. The headquarters of the portal are situated in University of Toronto. Orders at the library are recorded manually by the library staff. The faculty records all their academic requirements with the staff of the library these requirements include books, journals and any other resources that may be needed by the faculty. These requests are put in by the faculty using a form. Once all requests are made by the faculty the library draws up a budget for purchasing these resources. Each book is purchased from the vendor one at a time. Recently the library has started purchasing books online mainly from Amazon.com. Business process model for a library: Opportunities / Threats Opportunity/threat chart: Threat identified Issue Recommendations Dependency on the software Siri The system largely depends upon the software Siri. An error in any of the modules could halt operations Availability can be a problem Implement a Transaction Processing system as back up to handle all the processing that takes place at the library’s desk IMS by IBM can be implemented within the library system IMS provides high availability and can work with large volume of data Lapse in security Library systems are easy targets for hackers. Unauthorized access could extensively cause damage the data It could even take the library offline Install windows .NT server operating system and regularly update it. Install the latest firewall software for ZoneAlarm is usually compatible with windows based server operating system Enforce a strong password policy Cost of Maintenance Cost of maintenance and renting of software is quite high Instead of renting Siri from SiriDynix the library could use an open source integrated library system Koha. Koha can provide all the services that Siri provides and with Koha the library would not have to pay any rent. Maintenance of Koha is relatively less expensive than Siri. Dependency on Sirsi: The library is heavily dependent on the services provided by Sirsi. Any problems with the software could mean that the entire library system could suffer. A major problem with the software can affect a number of different modules of the system. Even an error within one of the modules could become a problem for the library’s system. Sirsi is one of the most reliable software available in the market however the software has seen some bugs in the past (Menard, 2006). With the availability of the software being in question the library would have to look into a system that does not compromise on its availability or provides a backup system that can be operated while the software is being repaired or is being made available (Menard, 2006). Lapse in security: Even though hackers prefer to prefer to attack high profile websites and systems, such as e-commerce systems, government departments and military websites for personal gains, there are some individuals out there that attack library systems or other vulnerable systems just for entertainment. Some hackers even believe attack vulnerable systems just to point out the vulnerabilities within the system to users of the system (Breeding, 2003). Library systems contain information that is vital for its functioning. Any loss of data or any damage to the system could cripple the system permanently. Basic security methods have been implemented within the library system however there still are some matters that make the system vulnerable to attacks. For example the library does not encourage or enforce strict password and account policies. Moreover there is no one to guide the library’s staff or the management on the maintenance of security of the library and the steps that are to be followed if the library system gets hacked (Breeding, 2003). Windows operating system is usually cited as a vulnerable operating system and most regard it as an easy target for hackers (Breeding, 2003). However on close inspection it is found that UNIX can be just as vulnerable as Windows. Both operating systems are powerful tools and can become a true asset to the library system if managed properly (Breeding, 2003). It is the responsibility of the system administrator to ensure that the server remains secure. Attention must be given to the security of the library’s operating systems to ensure that it does not develop any vulnerability (Breeding, 2003). Cost of maintenance and operations: As mentioned above the services provided by Sirsi are rented out by the company called SirsiDynix. SirsiDynix not only charges the library for the services provided but also charges its customers for maintenance of its systems. The amount paid by the library for maintenance and software are quite expensive and adds to the burden of the budget. It is vital for the library to cut down as much as they can on its operational costs. The money being spent on maintenance and services of the software can be instead spent on something else, such as the purchasing of new books or could even be spent on strengthening the security of the system. The money can also be used to obtain more resources for the library, making them readily available for students and faculty. Cutting down on costs could even be used to portray to the universities top management of how efficiently the library is being operated. Suggested solutions Solution 1: To ensure that the library functions properly even when there is a problem with the software a backup system is to be installed that would carry out the library’s operation. A transaction processing system could be used for this purpose (Long, et al., 2011). IBM’s Information Management System (IMS) would be best suited for this job. IMS is a fast responding system that processes transactions in real time. IMS also has the capabilities to work with large amounts of data. The system uses a hierarchal structure to store all the data and divides the data into a number of segments. IMS also provides a very robust transaction manager. The main function of the transaction manager is to provide an interaction with the users (Long, et al., 2011). Benefit of solution 1: IMS would help increase the availability of the library and would make sure that the library is able to provide service to the students and faculty for a long period of time. High availability of the library system would also ensure that students and staff of the university are provided with all the necessary equipment required for their research (Long, et al., 2011). IMS is also a robust system that provides quick service to its users. Cost of solution 1: The implementation of the system and equipment can costs around $600 to $800 depending on the complexity of the system (Long, et al., 2011). Implementation of solution 1: The implementation of the solution starts with the installation of the IMS (Long, et al., 2011). Installation process is quite straight forward with the walk through provided on the internet in its guide (Long, et al., 2011). The second step involves defining the IMS system elements and functions that are included in the IMS. These elements compromise of Databases, various applications and security of the system (Long, et al., 2011). The third step of implementation involves the startup of the IMS. There are three ways in which the IMS can be started Cold start, Normal start and Emergency restart. Cold start refers to the booting of the system for the very first time. Cold start is also carried out after the reconfiguration of the IMS. Normal restart also known as a warm start is referred to the restart of an IMS after the normal shutdown of the system. Emergency restart refers to the emergency restart of the IMS after an abnormal shutdown of the IMS (Long, et al., 2011). An IMS includes the installation of a number of different Utility programs that help in the operation and the tuning of the IMS. These programs make backup of the database and updates the system on a regular basis (Long, et al., 2011). The final implementation step involves installing the maintenance components of the IMS. By implementing this step the system updates itself regularly and keeps the hardware and software of the IMS up to date (Long, et al., 2011). Solution 2: Installing Windows .NT operating system allows the library system the capability to operate with a strong operating system. The Windows .NT operating system is a strong operating system and regularly performs automatic updates. These updates allow the operating system to tackle a number of new threats such as new hacking methods and viruses (Breeding, 2003). In addition to the operating system a firewall must also be installed to block malicious software and Trojan viruses from entering the computer. ZoneAlarm is one of the best firewall software that is compatible with the windows based operating system (Breeding, 2003). Implementation of a strong password policy would also significantly improve the security of the library. The librarians must ensure that a culture is developed among the employees where security is taken seriously. Benefits of solution 2: The purchasing of Windows .NT operating system provides a powerful operating system to the library’s system allowing it to resist any foreign attacks on the system. Moreover its feature of automatic updates keeps the system up to date (Long, et al., 2011). The firewall allows the computer to access the network without worrying about unauthorized access onto the network. Cost of solution 2: The cost of the Windows .NT operating system is around $150-$300. Whereas the costs of ZoneAlarm firewall software can cost around $54.95. Implementation of solution 2: The implementation of the solution starts first by backing up all the important data into magnetic disks and secondary storage devices. After the backing up all the data the operating system is installed along with all the drivers. Once the operating system and its drivers are installed the system is tested to see if all the hardware devices are working normally. The operating system after installation must then be configured to the user’s requirements and automatic updates of the operating system must be activated. The operating system must be allowed to update itself whenever necessary to ensure that it remains invulnerable to any foreign attacks. The third step involves the installation of the firewall. Once the firewall is installed it is important to configure it and ensure it operates to the specifications of the library, allowing normal traffic to pass through whereas blocking all malicious traffic from accessing the system. To implement a strong password policy the management of the library would have to make sure that security of the server is taken seriously by each and everyone at the library. To do so management would have to implement fines on individuals who act irresponsibly and provide monetary and non-monetary rewards to the employees of the library. Solution 3: To reduce the cost of maintenance and of operations Sirsi should be replaced by an open source Integrated Library System (ILS) Koha. A web-based Integrated Library System Koha uses SQL database to store its data and can be accessed by anywhere around the globe. Benefits of solution 3: Koha is free ILS software that performs all the functions of circulations, online cataloging, keeping records of subscriptions and acquisitions of various books (Liblime Koha, 2013). Moreover the software is simple to use. The cost of maintaining the software is very low almost negligible and since the software is free operation cost is almost nothing (Liblime Koha, 2013). Moreover Koha does not require any kind of server management or any other IT resources that are present in the library system. Any kind of bugs and or upgrades required would be automatically fixed by Koha. Moreover Koha is an easy to understand and use. This makes training of staff a lot easier process (Liblime Koha, 2013). Cost of solution 3: Koha is an open source software which means that installation, usage and maintenance of software are absolutely free. Implementation of solution 3: The implementation of Koha requires a professional approach (Liblime Koha, 2013). The procedure starts of by developing a plan that provides a layout of the implementation procedure. The plan would include a number of milestones that would record the progress of the implementation process. Using milestones also ensures that the implementation process of the system is completed within the allocated period of time (Liblime Koha, 2013). The procedure must include an installation phase where software is installed in the system. The third step involves application configuration where applications are set in relation to the systems requirement and which would be according to the user’s requirement (Liblime Koha, 2013). After the applications are configured the data is moved from the old system to the new system. This process is known as data migration. The data migration includes the movement of bibliographic records and all the transactions that are taking place (Liblime Koha, 2013). Reference List Breeding, M. (2003, May 13). Defending Your ILS Against Security Threats. Retrieved from http://www.infotoday.com/cilmag/may03/breeding.shtml ExLibris SFX. (2012, September 22). SFX – the OpenURL link resolver and much more. Retrieved from http://www.exlibrisgroup.com/category/SFXOverview Liblime Koha. (2013). LibLime Koha. Retrieved from http://www.koha.org/liblime-koha Long, R. A., Ray, K., Blackman, K. R., Goff, D. L., Lanyi, M. M., & Nathan, S. P. (2011). An Introduction to IMS: Your Complete Guide to IBM's Information Management System. Santa Barbara: IBM Press. Menard, J. (2006, February 19). SIRSI Strikes Again. Retrieved from http://libraries.livejournal.com/574380.html?thread=3645356 Vista Equity Partners. (2013, January 21). SirsiDynix. Retrieved from http://www.vistaequitypartners.com/?q=company/sirsidynix Read More