The SirsiDynix Cataloguing System - Assignment Example

?Discussion The Greater Dandenong Library employs the SirsiDynix technology for its cataloguing system. SirsiDynix is a United s company known as a provider of automation systems, electronic networking services and other related services that a library may require. The SirsiDynix cataloguing system implemented in the Greater Dandenong Libraries was evaluated according to the criteria of IFLA specified in the “Functions of the Catalogue.” The results of this evaluation are hereby reported and presented according to each functions. I. Find Function The Find function in the Quick Search interface offers six types of search. These are words or phrase, author, title, subject, series and periodical title. On the next level of the Quick Search, it shows the library that the user is currently searching on to find the item of interest. In this case, the user can choose the City of Greater Dandenong Libraries. Moreover, the user can also choose to search from the other 17 libraries available through this interface. Proceeding on the next level of Quick Search, the user can go back to the previous search he has done through the Previous Searches box where all the text that the user typed in are recorded. Clicking on the dropdown arrow will display the previous records he created and the user can choose from any of this should he wish to check that search again. Upon typing a sample search of “climate change” in the Quick Search field, 175 titles that are “climate change” related were found by the software, showing 20 records of the search results on each page. For each record that has been found, information on the book image, complete title, author, year of publication and availability of the item were shown. For better searching purposes, there is an option to keep that record of your results as you browse through the next pages of the search results. This is helpful in marking significant records when browsing through a hundred of records so that it would be easy to come back to that specific record. Also, there is an option to write a review for a specific record but this is only offered to library members. This feature is important for popular books or items where the user is interested on information about how other readers view the content of that book. And with the social media networks these days, users can even log-in with Facebook and Twitter accounts. This gives the catalogue system a chance for the user to publicize his review such that it is quick and easy to share information. Furthermore, after the results display for the first 20 library holdings available according to the user’s search, a Search Again option is available immediately below it. In here, the search interface accommodates more information in case the user wants to revise the earlier search conducted. Aside from the first three search available in Quick Search, Search Again option allows the user to specify the language, type (media format of the item, i.e. audio book on CD, E-book, video, etc), location (Dandenong library location where the item is found), item category 1 (library tags such as Arts, Archives, Textiles, etc.), item category 2, match on (how the software will apply your search), pubyear and sortby. A more detailed search like this enables a user who is specifically looking for an item to quickly conduct his search and find that item in the library. The Find Function is efficiently delivered by the SirsiDynix catalogue system using the Power Search tool available just at the bottom of the Quick Search. It is the advanced search where the user can search indicating specifically all the six search requirements in the Quick Search tool. These again are, words or phrase, author, title, subject, series and periodical title. The other search strings used in the Search Again button which are enumerated in the previous paragraph are laid out next for the user to type in the specifications he needs. The other methods that can be used to perform a search is through Browsing and Call Number Search. Browsing allows the user to type any criteria, then the software automatically detects whether that criteria is an author, title, subject, series or whatever is appropriate. An alphabetical list of the results is then displayed which the user can choose from, and will be taken to a page where the software verifies that it is going to search the topics related to that item the user has earlier clicked on. This Browsing search tool is useful for searching references related to an author or any topic wherein the user is not yet decided which one to select. Through the series of lists and choices, the software filters bibliographical information that leads to the result the searcher ideally looks for. The Call Number Search is good when the exact call number of the item that the user wants to use from the library is already known. The first major numbers can also be typed in if the rest of the call number details are forgotten. The software shows a list of library items that have the initial call number provided. Then the filtering process occurs again which will enable the user to find the exact item. However, a search using ISBN details are not found in the system. Nonetheless, there is an option to ask a librarian should this process be necessary. The search options are generally easy to understand and, seemingly provide quick and acceptable results according to the search process. There is a wide array of methods to conduct a search and find specific items. The ideal items even without the specifications are also quick to find through the search options that allow the linkages of various resource materials to a particular author, title, subject or series. Thus, it allows the user to use his personal criteria to find a specific item from a thousand records of resources. The various search interfaces available are designed to be simple and easy to operate. Common categories, especially about subjects, are well listed and provided. The presentation of the search alternatives caters to the needs and search capacity of different audiences. It can be concluded that the Find Function of the Greater Dendong Libraries is indeed user-engaging. It enables every user to find his way to the library resource of interest. And even if the user is merely looking out for possible resources without many details in mind, filtered searches enables him to gather a list of useful related resources. II. Identify Function The Identify Function in the Quick Search tool of the Greater Dandenong Libraries and the related search done from the retrieved results generally seem to show consistency and satisfy the user needs based on the item of interest. When “Australian seashore” is made a sampler search for this criteria, typing it in the Quick Search specified as a title, and search is to be done only in City of Dandenong Libraries, the result was “title "Australian Seashore" found no matches in the library you searched. You may change your search, or select a new search from the closest matches below”. A list of 13 resources that were related to the search title was provided. The book of interest which is Australian Seashore by Jill Bruce was included in the list. When it was clicked, all the bibliographic information was presented however there was a message that “All copies are currently unavailable” and that “Volume not found in the library”. For instance that the copy is available, one can verify that it is the item sought for through the options that allow the identification of the item. These are “Item Information”, “A Look Inside” and “Catalogue Record”. “Item Information” is the immediate result coming from the click on the list previously provided. It contains the details of the bibliographic records. “A Look Inside” provides the user a summary of what the book is all about. And “Catalogue Record” displays the details of ISBN, personal author, complete title including photography and illustrations, publication information that gives the publisher and publication date details, physical description that informs the number of pages and probably the book’s thickness, and subject term. Using these details, the user can recognize whether the item is the one of his interest or not. Alternatively, from this Item Details section, other options will allow the user to search through the topic or the author by means of the following alternative searches: “Find more by this author”, “Find more on these topics” and “Nearby items on shelf”. When one of these options is clicked, another list similar to that of the Quick Search will be shown. This can be a continuous process until the user finds and identifies the exact resource material he is looking for in the library. Now, going back to the immediate search result presented after typing in the Quick Search interface, three options are again presented in the same interface that enables the user to change the search words, search within a group of libraries and search all libraries. These are useful alternatives in cases where the reference is not found in that library or the user wants to change his criteria for searching. It keeps the search process continuous with meaningful results presented until the searcher finds the exact item. Another good option is offered in the same interface through the “Continue search in” and a link to the proposed library where the reference is potentially available according to the software information. Sorting according to author, subject, title, relevance, old to new and new to old can be specified in the Power Search tool or the advanced search that must be done before doing a search. When dealing with the Search Results, no sorting option is available. Sorting must be done prior to a search activity. The retrieved items usually match what was searched by the user. There are instances when some listed references in Search Results are not related to the topic being looked for, however this can be accounted to the search string that the software analyzes. The common base of its filtering mechanism is the similar text or references that almost have the same spelling. In the case of the title Australian Seashore, Search Results included Australian Securities, Australian Seeds, Australian Self-Sufficiency Handbook, etc. The references which are not at all related to the Australian Seashore can be removed from Search Results by indicating an author or subject in the Power Search. Overall, I believe that the SirsiDynix catalogue system has met the Identify Function according to the principles of IFLA. It is able to present information to the user that will enable him to identify the reference he seeks after. In the case of specific search of resources, depending on the details supplied by the user according to the data fields presented in the software, the user can identify quickly or slowly the reference of interest. This equates to a formula that the more detailed a search is, the less and specific results are presented and the quicker the user finds his reference. III. Select Function The Select Function enables the user of the Greater Dandenong Libraries to choose the appropriate resource material that is of interest to him out of the list of all materials presented. This may include the exact version and media format of a particular resource material. This function seems to be offered appropriately in the Search Results page that comes out from a series of clicking through the Quick Search option of the SirsiDynix cataloguing system. In a test search of “Narnia” from the series field of the City of Dandenong Libraries wherein the intended media sought for is a book called “The magician’s nephew” by C.S. Lewis, 22 items were shown in the Search Results where all Narnia books available only in the City of Dandenong Libraries were listed. Most of the options presented were the DVD format of the Narnia series. However, record 8 of the list showed a potential item that seemed to match the Narnia book for the test search. Looking further into that item, reading through the Item Information, indeed verified that it is the printed version of “The magician’s nephew” by C.S. Lewis”. In this interface, there are two ways the user can select the book being looked for. The Holdings information indicates that the item should be found on shelf. Thus the user can actually go through the shelf where it is said to be located and get the book there physically for borrowing. The borrowing process is usually done by presenting the user’s library card which contains all required information, to the appropriate library section. Once cleared the user is free to take home the item. The other way to select the book is by clicking on the Place Hold option found below the image of the book in Item Details. When it is done, the software jumps to the Place Hold information where the user is required to enter his userID and PIN information. He then can choose to which library he can pick-up the target item, in this case two options were offered, Dandenong or Springvale Library. The user is also able to choose the expiration date for this loan. When the details are finalised, the user can click on the Place Hold button to send his request. Thus, the user is successful in finding the Narnia book of interest and selecting that item so he is able to borrow it from the library. All the criteria mentioned in the guidelines were met for this transaction. Now, in case the user wanted to know about the other libraries that possess holdings of the Narnia book of interest, he can check this through the Change Display button also available in the Item Details section. Once clicked, all the other holdings of this Narnia book in other libraries are shown including the location in specified libraries and the due dates for library return should the item is out. The select function is very well exercised in this case. IV. Obtain Function The Obtain Function enables the user to access the item of interest that he has acquired after performing the finding, identifying and selecting processes from the Greater Dandenong Libraries catalogue system. Using the search for the same Narnia book called “The magician’s nephew” by C.S. Lewis, but this time in Quick Search interface, the library for this search is set to all and not only to the City of Dandenong Libraries. Upon clicking through the search button, the Search Results delivered 199 titles of Narnia materials available in all the libraries of the Greater Dandenong Libraries. Looking through different titles and perhaps being interested in other items, the obtain function is easily exercised first by showing to the user whether it is possible for him to currently obtain the items shown. Some items immediately showed that all the items are currently unavailable maybe because these are all out for loans. Whereas the others, it showed that one item is available in a particular library. One item is shown for “The magician’s nephew” however it is actually not the target item since the version is indicated to be a sound recording and not a book which is the interest of our sample search. And also, its status implies that all items are unavailable. Moving forward, the other “The magician’s nephew” item showed that there is one item available. Furthermore to the search, it indicated that the item is found in the City of Dandenong libraries and the holdings data indicate that the item is on the shelf. Again, the obtain function can now be performed by going to the Place Hold option and inputting the user id and pin data. In this case, the item has been easily accessed. For the other items that were currently unavailable, the user intending to borrow it can still do so however there will be waiting period until one of the borrowers return the item. In this scenario, the user is able to obtain the item of interest by going to the Place Hold option of that item and filling-up the necessary details in the Place Hold interface and releasing the request by clicking on the Place hold button. If the user is sure that the item of interest is not yet available in the library, he still has the chance to obtain the copy by going to the “I Need A Material” option in the topmost menu. The user can request a suggested purchase or interlibrary loan to the library where he is a member of, but first the user id and pin information must be supplied. Thus, the obtain function is still enforced. V. Navigate Function The Navigate Function allows the user to move around the catalogue pages as information about a specific item is sought. This catalogue function of the Greater Dandenong Libraries is achieved through the design of the catalogue interface where various buttons for navigation to different catalogue pages are made available. For instance that a user is interested in a DVD material of the Hillsong group entitled “A beautiful exchange” but he is not initially sure about the title and so in the Quick Search interface, a “Hillsong” author search in all of libraries was done. The Search Results showed 18 titles. In this page alone, several navigations can be done. Should the user decide to add more details in his search, he can navigate at the bottom of the Search Results page and modify his search by adding details in the Search Again section. However, should he decide to go back to the Quick Search tool, there is a menu below the Search Again section that allows him to do that by clicking on the Go Back button. This button together with the other navigation buttons serves as a border on top and below the Search Results page. This means that the user can access these functions whether at the topmost or at the bottom of the page. It allows quick and easy ways to do something else to add more searches or change the existing one. The other navigation buttons available aligned with the Go Back button are Help, Limit Search, New Search, Kept and Logout. The Help button provides more information about the SirsiDynix catalogue structure, it is similar to a guidebook or manual on how to use the e-library provided by SirsiDynix. The user can do a search on various cataloguing topics inside the Help page. The Limit Search page is a shortcut that goes to the Search Again section found below the Search Results. The New Search allows you to go back directly to the Quick Search page that is initially used when using the library online catalogue. The Kept page is where the user views all items that he ticked on the Keep button when he selected it from the list found in the Search Results page. And, the Logout button enables the user to instantly logout of the system should he decide to. These tools make it convenient for the user to perform his search accordingly and go back to certain pages when he deem it necessary without having to do all the clicking process all ever again. Going back to the test search, Search Results show one available record about “A beautiful exchange”. When the record is clicked and the interface is changed to the Item Details where the bibliographic details are presented, there is a Change Display link available just beside the title of the record selected. When clicked, it allows the user to navigate to the Change Display page where he is able to change the holdings display according to library names available and change the catalogue according to the view of records and format of display. In this page the border menu allows the user to navigate to Go Back, look for Help and Logout. And during all these process of conducting different searches, the user can always jump to the Home page of the Greater Dandenong Libraries through the Search/Home button that serve as the topmost border in every page. Other buttons available together with it are Find it Fast, Kids Library, I Need Material, Online Databases, My Account and Contact Us. These again are the catalogue designs that help the user to do an easy search wherever he is in the online catalogue page. Find it Fast provide topic categories arranged alphabetically with images provided for each topic. Similarly, Kids Library display all topics that are children friendly presented with images per topic and alphabetically arranged. The I Need Material section is where the user can contact a librarian. Online Databases is a page that contains a listing of the various online databases available in the Greater Dandenong Libraries. These are arranged according to the type of resource. It is a useful tool to conduct a research online as it provides valuable linkages to reference materials. My Account is the page to track all the user’s transactions with the library and also contact information about the user. The Contact Us page provides contact details, library hours and services, programs and other useful information about the Greater Dandenong Libraries. All these vast information can be visited wherever the user is in the online catalogue page. Thus, when the user has entered his details in the Place Hold button of the Item Details section, and decided to do something else, the SirsiDynix interface enables him to jump from that page to another one. Summary and Conclusion The SirsiDynix technology that implements the cataloguing system of the Greater Dandenong Libraries was evaluated according to the “Five Functions of the Catalogue” as stated in the “Statement of International Cataloguing Principles” identified by the Federation of Library Associations and Institutions (IFLA). The five functions include find, identify, specify, obtain and navigate. Each of these functions was tested in the online catalogue system of the Greater Dandenong Libraries and was evaluated according to the catalogue system’s efficiency to deliver the functions to the user and, according to the usefulness of the search processes and results to the accomplishment of the search objectives of the user. The evaluation results revealed that the SirsiDynix catalogue system generally provides fast bibliographic searching services with simple search interface that can be easily understood by any library user. It also showed that the different interface available including the navigation buttons for each page generally function well and enable the library user to browse through different pages and choose the item of interest easily. The online catalogue system of the Greater Dandenong Libraries is designed with a Quick Search tool that allows a fast input of search criteria according to author, title, subject, series, periodical title or any words or phrase. It also features a Power Search or advanced search where the user can add more criteria to limit the results of his search. This satisfies IFLA’s standard on the Find Function. Upon a search, the library online catalogue system then takes the user to the Search Results page where a list of the available resources is presented. The list displays the image of the resource, title, author, year of publication and the availability of the resource. When the title is further clicked, more detailed bibliographic information is presented and the interface shows more options to change the search criteria or to proceed to place hold. With complete descriptions, resource materials can be easily clicked on by the user should he choose to select it. This satisfies IFLA’s standards on the Identify, Select and Obtain Functions. All throughout the Quick Search, Search Again, Search Results, Item Details and other pages, menus and links to other interfaces are well provided. This enables the user to move around the catalogue pages, to jump through and go back in particular pages and return to the Home Page whenever necessary. This satisfies IFLA’s standard on Navigation Functions. It can therefore be concluded that the SirsiDynix catalogue system adopted by the Greater Dandenong Libraries conforms to IFLA’s five functions of a catalogue standards and to the statement that “the highest principle for the construction of cataloguing codes should be the convenience of the users of the catalogue” (IFLA 2009). Recommendations Although there are search conducted where after the inputs in Quick Search tool and the display of list in Search Results, upon clicking on the title of the desired item, no details are found resulting to blank records. This occurred around six times upon the trial of this evaluation. It could be accounted to the indexing of the library’s catalogue from previous records that need validation as to whether the item still exists or not. It is recommended for this area to be investigated. It is also suggested for the improvement of the Help button which contains the guidebook or manual on using the SirsiDynix catalogue system to create diagrams or maps that will illustrate the navigation plan for the different search tools available. The map will enable the users to quickly visualize the direction they want to take upon engaging a search in each tools available in the catalogue system. Helping them visualize the direction they are heading upon every search actions, will make the search process more effective, quick and easy for the users. Read More